Creation of a Generic Inquiry: General Information

A generic inquiry displays data from the MYOB Advanced database based on the settings you specify when you design the inquiry. The system sorts, filters, and displays the inquiry results according to the settings you have specified, so that a user does not have to perform all these steps manually. Because generic inquiries provide so much flexibility, the inquiry design process depends on your organization’s specific business needs.

Learning Objectives

In this chapter, you will learn how to do the following:

• Prepare to create an inquiry
• Create a simple inquiry with one table
• Publish an inquiry

Applicable Scenarios

You may find the information in this chapter useful when you are responsible for the customization of MYOB Advanced in your company, including developing and modifying generic inquiries to give users information they need to do their jobs. You need to deliver different inquiry forms that your colleagues may need for getting their jobs done.

Preparation for Creating a Generic Inquiry

To design a generic inquiry in MYOB Advanced, you need to have general knowledge of data access classes (DACs). In MYOB Advanced, the data is stored in a database, but users do not access the database directly; instead, they access it through data access classes. When building inquiries, you retrieve data from the data access classes rather than working with the database tables directly.

Before you begin creating the generic inquiry, you gather the needed information by doing the following:

1. Identifying the DACs to be used for the inquiry: The data to be used in a generic inquiry is available through DACs, which represent specific data from the system database. Based on the business needs the inquiry will meet, you need to decide what general type of data you want to collect from the system database in order to list it in the results grid of the inquiry form. Thus, you need to know on which form this data is entered.
2. Inspecting UI elements to find the DACs and data fields: Based on the data you will use in the generic inquiry, you have to open the data entry forms where the data is entered and explore the user interface elements of the forms to find out which classes and data fields you can use to access this data.

   For example, to discover the data access class that provides access to the sales order numbers, you need to inspect the form elements of the Sales Orders (SO301000) form.

For more information, see DAC Discovery: General Information.

Creation of a Generic Inquiry

To create a generic inquiry, you perform the following general steps:

1. Creating a generic inquiry: You create a generic inquiry on the Generic Inquiry (SM208000) form. For easier navigation between inquiries, we recommend that your organization define and follow naming conventions for the inquiry titles that you will enter in the Inquiry Title box.
   Tip: On the Generic Inquiry form, if you define user-selectable parameters that give users the ability to narrow the inquiry results, you can optionally specify the number of columns in which the inquiry parameters will be arranged on the resulting generic inquiry form, the maximum number of records to be displayed in the inquiry results, and the number of records to be displayed on every page of the inquiry results.
2. Specifying DACs: On the Tables tab of this form, you select the DACs (which are referred to as tables in most user interface element names) to be used in your generic inquiry. For each table, you specify a value in the Alias column. This value will be used in SQL statements to designate the table. You can type the value in the Alias column manually or leave it empty; if you do not specify a value, the value from the Table Name column will be used instead.
3. Configuring the results grid: On the Results Grid tab of the form, you select the column values from the DACs to display data. On this tab, you can specify how the results of the search in the database tables should be displayed, with each row on this tab corresponding to a column in the results grid of the inquiry form. You can specify formulas in the Data Field column to calculate the values of columns in the results grid by using the Formula Editor dialog box. In this dialog box, you can enter the formula directly in the formula editing area or compose it by selecting fields and using operators and functions. For details, see Modification of Inquiry Results: General Information and Formulas in Inquiry Results: General Information.

Preview of a Generic Inquiry

After you have completed the basic steps of creating the generic inquiry on the Generic Inquiry (SM208000) form and saved the settings that you have specified on the form, you can preview the generic inquiry form to make sure it meets your expectations. You can preview an inquiry directly from this form by clicking the eye icon on the side panel of the Generic Inquiry form; the system displays the resulting generic inquiry form on the panel of the form in the same browser tab. You can also preview an inquiry by clicking the View Inquiry button on the form toolbar, which causes the system to display the resulting generic inquiry form in a new browser tab.

Refinement of a Generic Inquiry

The creation of a generic inquiry can involve additional specifications, based on the business needs of the users. In this case, you can use other tabs of the Generic Inquiry (SM208000) form to achieve the needed results, previewing the refined inquiry form as you make changes.

To further refine the generic inquiry you are designing, you can use the following functionality:

• Table relations: You can specify table relations between data access classes on the Relations tab, so that the system can generate SQL requests to get the required data from the tables involved. In the Table Relations area of this tab, you can specify the relations between Parent Table and Child Table tables by selecting a Join Type. In the Data Field Links for Active Relations area of this tab, for each pair of related tables, you can specify the link condition between the columns of the tables. For more details about table relations, see Data from Multiple DACs: General Information.
• Parameters: On the Parameters tab, you select and configure the parameters to be placed in the Selection area of the generic inquiry form. The user can make selections in this area to filter the data displayed in the table. For more details about the parameters and conditions, see Conditions and Parameters: General Information.
• Conditions: You can use the Conditions tab to specify conditions that filter the data to be displayed. For example, an inquiry displaying a customer's balance, based on the specified conditions, can hide invoices with a balance of zero. For more details about the parameters and conditions, see Conditions and Parameters: General Information.
• Grouping: You can group inquiry data by specifying grouping conditions on the Grouping tab. For example, you can group sales orders by date and status to get the count of sales orders, and their total and average amounts for each day and each status.
• Sorting: You can use the Sort Order tab to specify how the inquiry data is sorted—that is, the default order in which the results should be displayed on the inquiry form. For more details about the sorting and grouping, see Sorting and Grouping: General Information.
• Entry point: By using the Entry Point tab, you can optionally define the generic inquiry to be an entry point (that is, a substitute form) instead of the existing primary MYOB Advanced form. If you do this, when a user clicks the name of the primary form while navigating or searching, the system will open the generic inquiry form containing the list of records, and when you click the name of a record in the list, the primary form will open with that record selected. For more details about making a generic inquiry an entry point, see Generic Inquiry as a Substitute Form: General Information.
• Navigation: On the Navigation tab, you can optionally configure inquiry columns to contain links to MYOB Advanced forms and webpages. For example, you can configure a generic inquiry so that a user will be able to open the Invoices and Memos (AR301000) form with the details of a particular document in a new browser tab or in the side panel by clicking the link in the Reference Nbr. column of the inquiry. For details, see Navigation Configuration: General Information.

Publication of a Generic Inquiry

When an inquiry has been created and all the necessary settings have been specified, you can preview and then publish it, so that it can be used by other users. To publish the generic inquiry form, in the Summary area of the Generic Inquiry (SM208000) form, you select the Make Visible on the UI check box for the generic inquiry to be published. Also in the Summary area, the system automatically assigns the default workspace (that is, Data Views) and the default category (that is, Inquiries) to this inquiry form, but you can override these settings at any time. For details on the automatic assignment of a workspace and category, see Categories and Workspaces for Entities of Specific Forms.

When you save the inquiry with the Make Visible on the UI check box selected, the system assigns the inquiry form an automatically generated screen ID in a format similar to that of the screen IDs of other forms in the system, with GI as the two-letter module code, followed by a six-digit number that is one greater than the number portion of the most recently assigned screen ID for a generic inquiry. The system then adds the inquiry form to the site map so that it can be accessed from the specified workspace.

Modification of Screen ID and a Title

To change the automatically assigned screen identifier of a generic inquiry, you can click Change Screen ID on the More menu (under Actions) on the form toolbar of the Generic Inquiry (SM208000) form. In the dialog box that opens, you enter the new screen ID for the generic inquiry and click OK to close the dialog box. The system begins the processing of the screen ID change. If this screen ID is not unique, the system displays an error on the form toolbar indicating that you need to enter another screen ID. If the processing of the change is successful, the system saves the generic inquiry with the new screen ID and changes this screen ID in all the system objects that are related to this generic inquiry.

To change the inquiry title (specified in the Inquiry Title box), you can click Change Inquiry Title on the More menu (under Actions) on the form toolbar of the Generic Inquiry form. In the dialog box that opens, you enter the new title and click OK. The system begins the processing of the title change. If this title is not unique, the system displays an error indicating that you need to enter another title. If the processing of the change is successful, the system closes the dialog box and inserts the title in the Inquiry Title box. To save the changes, you need to click Save on the form toolbar.

Specification of Access Rights to the Generic Inquiry

After you have published the generic inquiry, you can manage access rights to generic inquiries. On the Access Rights by Screen (SM201020) form, you select a role and one of the predefined levels of access rights. For more information, see Access Rights to Generic Inquiries: General Information.

Modification of a Published Generic Inquiry

Users of a published generic inquiry form or their supervisors may request changes to the form.

If you want to modify a generic inquiry form, you can temporarily hide it (that is, make it not visible to other users). To temporarily hide the inquiry, you clear the values of the Workspace and Category boxes on the Site Map (SM200520) form or on the Generic Inquiry (SM208000) form.