Company Maintenance

This program lets you view details about your SYSPRO companies according to the terms of your software license agreement.

Exploring

Things you can do in this program include:

  • View licensing information
  • Prevent unauthorized access to a company
  • Set a company password

  • This program is accessed from the SYSPRO Ribbon bar:

    SYSPRO Ribbon bar > Setup > General Setup

SYSPRO's Connected Services consist of multiple capabilities that provide integration touch points between SYSPRO and external parties.

Existing Connected Services include:

  • e.net Solutions

  • SYSPRO Ken the BOT (available from SYSPRO 8 2018 R2)

  • SYSPRO Supply Chain Portal (available from SYSPRO 8 2019 R2)

  • Tax Connector - Avalara (available from SYSPRO 8 2021 R1)

  • Tax Connector - Vertex (available from SYSPRO 8 2021 R1)

  • Data Connector - OData (available from SYSPRO 8 2021 R2)

SYSPRO has commercial arrangements with several Independent Software Vendors (ISVs). The products that ISVs develop require integration into SYSPRO, often using e.net Solutions to call e.net business objects.

Run Time Product licenses are issued for this purpose as they allow third-party products to connect seamlessly to e.net Solutions at a SYSPRO site (if they've selected to license the Run Time Product) without any further e.net licensing implications.

While the Run Time Product license doesn't require any additional configuration or assignment of licenses at the site, the SYSPRO site must have licensed the underlying required module.

For example:

If the Run Time Product accesses the Accounts Receivable Query Functional Area, then the SYSPRO site must have also licensed the Accounts Receivable module (which would inevitably be the case otherwise there wouldn't be any Accounts Receivable data).

Run Time Products were typically allowed open access to any e.net functional area. However, from SYSPRO 8 2021 R1 onwards, it's possible to have two types of Run Time Product access:

  • Standard

    This means that all functional areas are accessible to the Run Time product.

  • Managed

    This means that a limited number of functional areas are accessible by the Run Time Products.

    In this case, the Run Time Products definition file lists the e.net functional areas required and the license generated and applied at the SYSPRO site ensures that only these functional areas are licensed.

You can check the type of access for your Run Time Product, by viewing the Run Time Products pane of the Company Maintenance program (indicated in the Access column).

Programs

Company Setup

License Manager

General topics

Customize and control application

Starting

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > System Setup > General

  • License setup

    • Edit license information
    • Number of licensed users
    • Number of CMS only users
    • Number of Point of Sales users
    • Number of ODBC seats
    • Number of U/SQL Manager seats
    • Number of Dialog System seats
    • Number of CALs
    • Number of Analytics Viewer seats
    • Number of Report Designer seats
    • Number of Licensed Companies
    • Number of Espresso seats
    • Number of Espresso External seats
    • Number of Licensed Workflows
    • Number of Portal seats
    • Espresso Linked users

  • The Microsoft Outlook option cannot be used if Microsoft Outlook 2010 is installed.

    • Outlook's rich email client interface is only invoked if you have Microsoft Office Outlook 2003 (or later) installed on the client machine.

    • If you have Microsoft Office 2003, you need to download Microsoft Office 2003 PIAs from the Microsoft website. This is not required if you have Microsoft Office 2007.

    • Earlier versions of Outlook use the old-style email client interface.

  • The Macro using VBScript option is not supported for SRS document printing.

  • You must be logged into the company for which you want to maintain custom form field values.

    If you save company details for a company that you are not currently logged into, then the custom form values for that company are cleared.

    If you create company custom form fields, then you will have to create the same custom forms fields for each company.

Solving

Amendment journals are automatically created for changes made to the company options.

You can access this journal from the Program List pane of the SYSPRO menu (Program List > Administration > Amendment Journals).

To update or renew your SYSPRO license, run the Company Setup program from the SYSPRO login dialog (before logging into SYSPRO) and select the License Manager option from the toolbar.

If this is the first time you are accessing the License Manager program, a system message is displayed advising that a license doesn't exist in the AdmSystemLicense table of the system-wide database.

Select OK to proceed, then locate and select the appropriate License.xml file.

The program then displays any existing license details under the Current values column and the newly selected license details under the New values column.

Select one of the following options from the toolbar (depending on your requirements) to apply the new license:

  • Apply to All Companies
  • Apply to Selected Companies

For any subsequent run of the License Manager program, the existing license details are displayed under the Current values column.

To select a new License.xml file, use the Select New License function.

After selecting the applicable license file, the program prompts you to update your IMPACT.INI and apply the license to all companies.

You can select to proceed, or decline the prompt in order to return to the main screen. The program then displays the existing license details under the Current values column and the newly selected license details under the New values column.

You can then use one of the toolbar functions to apply the license as per your requirements.

The following occurs when you apply a new license (using the License Manager program):

  1. The selected license is saved in the AdmSystemLicense table of your system-wide database.

  2. A copy of the selected License.xml file is saved with a unique file name in the \Work\license.sav folder.

  3. Your IMPACT.INI file is updated with the latest license information.

  4. The companies with a matching company name in the new license are updated with the license details.

A confirmation message is displayed when the process completes and the program then exits.

For diagnostics purposes, a log file (_license_update_log.txt) is created in the \Base\Settings folder on the application server that contains details of each company processed, as well as an indication of whether the update was successful.

Operators that are defined as Contact management user only in the Operator Maintenance program have access to the following programs which form part of (or are related to) the Contact Management System module:

Programs that can be run from the menu/program list:

  • AP Invoice Terms

  • Suppliers

  • Multiple Ship to Addresses

  • Customers

  • AR Branch Maintenance

  • Geographic Area Maintenance

  • Customer Classes

  • Salesperson Maintenance

  • AR Invoice Terms

  • Contact Maintenance Preferences

  • CMS Generic Browse Maintenance

  • Contacts

  • Accounts

  • Contact Management to Outlook Sync

  • Contact Management Setup

    This program is not available in SYSPRO Web UI (Avanti).

  • Customer Complaints Group Maintenance

  • Activity Type Maintenance

  • Conditional Organization List Maint

  • Customer Complaints Owner Maintenance

  • Reason for Routing Maintenance

  • Customer Complaints Severity Maintenance

  • Customer Complaints User Maintenance

  • Contact Management Setup Wizard

  • Company Setup

  • Printers per Operator

  • Listview Styles

  • Event Management

  • Multimedia

  • Currency Maintenance

  • Customization Management

  • Admin Shift+F5 Page Setup

  • Admin Shift+F6 Print Setup

  • Trigger Program Setup

Programs that can't be run standalone and are accessible from another program:

  • Contact Operator Maintenance

  • Contact Copy Details to Multi Contacts

  • Contact Query Preferences

  • Contact Add Customer Wizard Preferences

  • Contact Add Supplier Wizard Preferences

  • Contact Activity Preferences

  • Contact Query Preferences

  • Contact Organization Preferences

  • Incl/Excl Organization List Maintenance

  • Account to Customer Wizard

  • Account to Supplier Wizard

  • License Import Wizard

  • First Time SYSPRO Installation

  • Admin Shift+F8 Save Printer Information

Programs that can be run from the menu/program list:

  • AP Invoice Registration

  • Unknown Attendees Review

  • Contact Activity Posting

Programs that can be run from the menu/program list:

  • Contact Management Purge

  • Complaints Purge

  • Assign Complaint

  • Customer Complaints Entry

Programs that can be run from the menu/program list:

  • Send Email

Programs that can't be run stand-alone and are accessible via another program:

  • Admin Notepad Editor (Rich Text)

  • Admin Password System

  • Admin Notepad Editor (Monospaced Text)

Programs that can be run from the menu/program list:

  • Customer Query

  • Complaint Query

  • Contact Reminders Query

  • My Organization Query

  • Activity Search

  • Contact Query

  • Contact Management Query

    This program is not available in SYSPRO Web UI (Avanti).

  • Organization Search

  • Account Query

  • Bank Query

  • GL Query

  • About SYSPRO

  • Key Search

  • SO Graph Sales Order Commitment

  • Admin Shift+F2 Quick Find

  • Admin Shift+F7 System Information

  • Purchase Order Query

  • Quotations Query

  • RMA Query

  • Deposit Query

  • Order Backlog Query

  • Sales Order Query

  • Customer Price Query

  • WIP Query

Programs that can't be run standalone and are accessible from another program:

  • AP Supplier Invoices

  • PO Value Purchase Orders

  • SYSPRO Temporary Files Query

  • Display Users Logged in

  • Cash Book Zoom on AP Transactions

Programs that can be run from the menu/program list:

  • Browse on AP Registered Invoices

  • Browse on Complaints

  • Browse on Complaint Groups

  • Browse on Complaint Owners

  • Browse on Complaint Reasons for Routing

  • Browse on Complaint Severity

  • Browse on Complaint Users

  • Browse on Contacts

  • Browse on Accounts

  • Organization Lists

  • Contact Activity Type Maintenance

  • GL Browse on Journal Source Codes

  • Quick Launch Favorites Menu

  • Browse on Multiple Ship to Addresses

  • SO Browse Archived Sales Orders

  • Browse on Banks

  • Browse on AR Branches

  • Browse on AP Branches

  • Browse on Customer Classes

  • Browse on Customers

  • Browse on Currencies

  • Browse on AR Invoice Discounts

  • Browse on Purchase Order Discounts

  • Browse on Intrastat Delivery Terms

  • Browse on Intrastat Transaction Nature

  • Browse on Files and Folders on Server

  • Browse on Files and Folders

  • Browse on Geographic Areas

  • Browse on GRNs

  • Nationalities

  • Operator Browse

  • SO Browse on Order Types

  • SYSPRO Programs

  • PO Browse on Purchase Orders

  • Browse on Quotations

  • Browse on Routings

  • Browse on Supplier Classes

  • Browse on Shipping Instructions

  • Browse on Salespersons

  • SO Sales Orders

  • Browse on Suppliers

  • Browse on AR Invoice Terms

  • Browse on AP Invoice Terms

Programs that can't be run standalone and are accessible from another program:

  • Contact Organization Management

  • AR Invoices for Customer

  • SO Value Sales Orders

Using

  • Amendment journals are automatically created for changes made to the company options.

  • Espresso user licenses are allocated using the Espresso User Licenses program.

  • Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a list view or form to view a complete list of functions available.

Referencing

Field Description

Save and Close

This saves the details you entered or changed and returns to the previous screen.

Print

Print your company setup information.
Set company password

Configure a password for the company that will be requested whenever an operator attempts access.
Prevent Login

This prevents unauthorized access to the company, ensuring that operators without System administrator privileges cannot log into SYSPRO.

Administrators are warned if access is attempted.

This is useful when you are maintaining a company and want to restrict other operators from capturing data.

This does not affect operators currently accessing the company.
Reason

Indicate the message you want to display to an unauthorized operator attempting to access the company while the Prevent further logins option is enabled.
Field Description

Company License

 

Company name

 This must reflect the company name as specified on the registration form supplied with the software.

License expiry year

The year in which your Software License Agreement expires.

This doesn't apply in a SYSPRO Cloud ERP environment.

Expiry month

The month in which your license expires (if specified within the terms of your Software License Agreement).

This only applies to temporary licenses.
Subscription period

This indicates the subscription period for the company's SYSPRO Cloud ERP license.

This doesn't apply in a standard SYSPRO core environment.
License start date

For SYSPRO Cloud ERP or temporary licenses, this indicates the date from which the license is valid.
License expiry date

For SYSPRO Cloud ERP licenses, this indicates the date on which your Software License Agreement expires.
License status This indicates the current status of the company's license.
System settings

Indicates the number of users currently licensed to use the system as well as the number of licensed seats for the following:

  • Licensed users

  • CMS only users

  • Point of Sales users

  • Point of Sale API

  • ODBC seats

  • U/SQL manager seats

  • Dialog system seats

  • CAL seats

  • Analytics viewer seats

  • Report designer seats

  • Licensed companies (i.e. maximum number of companies supported)

  • Espresso seats

  • Espresso external seats

  • Espresso linked users

  • Licensed workflows

  • Portal seats

  • DFM users

You can maintain these numbers using the License setup options, if the Edit license information setup option is enabled.

Modules

This pane displays the list of available modules and indicates the modules currently installed.

Your selections must match the list of modules indicated on your Software License Agreement.

Run Time Products

This pane displays the list of available run time products and indicates the products that are currently licensed.

Column Description

Product code

This indicates the product code.

Product name

This indicates the description of the product.

License

This indicates the product license number.

Access

This indicates the type of access defined against the license:

  • Standard

    All functional areas are accessible.

  • Managed

    A limited number of functional areas are accessible.

    In this case the Run Time Products definition file lists the e.net functional areas required, and the license generated and applied at the SYSPRO site ensures that only these functional areas are licensed.