Versago record submission reports are a special type of report that allows users to select records from a list for additional processing. An example would be enabling a user to select which service calls they want to close from a report (or list) of service calls. Another example would be enabling a user to select which purchase requests they’re approving to become purchase orders. A tool like Bizweaver can then be used to carry out the processing, i.e. close the service calls in SAP Business One or create the Purchase Orders in SAP Business One The configuration is done within the standard Versago reports configuration process. This document describes the specific elements of configuring a report for record submission.

This document is intended for Versago administrators. End-users do not have access to this function. The creation and maintenance of Versago Record Submission Reports may also require knowledge of SQL Select statements.

The following documents contain additional information that may be helpful with understanding these processes.

• Introduction (Admin Console)
• Introduction (Payments)
• Introduction (Reports Configuration)

• None

Review the Reports Configuration page. The basic process through the “Display” step is the same for record selection reports. Details of the basic setup are not included in this document.

• Click on the Admin link in the profile section of the Versago home page to access the Administration console.
• Reports, Charts and Calendars configuration is found under the Dynamic Content category of the menu.

This basic report configuration process is described in the Reports Configuration document. Any differences are noted below.

• The format selected in the Presentation Form section must be “Report/Chart.”
• The “Enable Paging” option should not be selected.

• All options described in the basic configuration are available.
• For externally facing reports there will almost always be a User Profile value. This way users will only see their documents.

• All options described in the basic configuration are available.

The “Record Submission” page is used to configure the report for record selection. When the “Enable Record Submission” checkbox is selected, additional configuration items are displayed.

Also select the “Process Payments” option checkbox if this report will be used for accepting and processing credit card and eCheck payments.

Configuration of Record Submission reports for payments is described in the documents Versago – Payments Setup.

See the Record Submission Setup section for detailed information on configuring the record submission information.

This tab is skipped in this setup process.

• All options described in the basic configuration are available.

• All options described in the basic configuration are available.

Charts should not be used with Record Selection reports.

Record submission setup consists of three parts: Selection Screen setup, Confirmation Screen setup, and database information.

The Selection Screen setup defines what the users sees on the Report page where they select the items for submission. Click the [View Example] button to see a generic version of a record selection screen.

1. The two checkboxes are required for payment processing
   1. The “Editable field” selection causes a field with the current value (the open balance of an invoice, for example) to be displayed on the selection page and allows the user to change the value (to pay less than the balance, for example).
   2. The “Show and submit …” selection causes the values the user enters in the editable field for the selected records to be summed, the sum displayed at the bottom of that column and submitted to the next step in the process which is the confirmation screen.
   3. These two options can be used for non-payment processes if it makes sense.
2. “Submit Button Label” and “Reset Button Label” values are displayed on the corresponding buttons in the report.

Here is an example of how the selection page might look, followed by the confirmation page.

The Confirmation Screen setup defines what the users sees on the page where they review the items selected for submission. This setup is required for payment processing. Click the [View Example] button to see a generic version of a confirmation screen.

1. Check the “Include a Confirmation Screen …” checkbox to provide a screen with a summary of their selections.
   1. This option is required for payments processing and is optional for non-payment record submissions.
   2. The remaining values in this section are only available if the “Include …” option is selected.
2. Enter a title for the confirmation screen.
3. Enter any user instructions you would like to include on the confirmation screen.
4. Select up to three (3) report fields to be displayed on the confirmation screen.
   1. These fields are in addition to the “Editable” field defined in the previous section.
5. Enter a label for the Submit and Cancel buttons on the confirmation screen.

The final piece of the setup process is to define where the information selected by the user will be stored in the database.

1. Select a database from the “Database” drop-down list.
   1. The process for defining databases is found here .
2. Enter a database table name where the information will be stored.
   1. The general rules for the name are no spaces or special characters other than an underscore as shown in the image above. The name should be something that will help other people understand its purpose.
   2. The table is created the first time the submission information is defined.
   3. If additional columns are added to the report, they are automatically added to the table the next time this step in the configuration is passed.
   4. If columns that are part of the table structure are removed in the report, they remain in the table.

As noted earlier, a table to hold the information related to the selected records is stored in a table in the specified database. All record submission tables have the same basic structure as described here.

1. Payment Processing items are used by the internal payment process. These values are only populated for payment transaction.
2. Creation Information items are populated for all transactions.
3. vgo_CreatedBy: Versago user ID (email) that created the transaction.
4. vgo_CreateDate: Date and time the transaction was created.
5. vgo_CreatedById: Versago internal user ID number.
6. Processing Control items can be used to manage back-end processing using tools such as Bizweaver.
7. vgo_PostingStatus: Typically used to indicate if a record has been processed by the back-end.
8. vgo_PostingDate: Typically used to capture when a record has been processed by the back-end.
9. vgo_PostingId: Typically used to capture the ID number of the record created during back-end processing.
10. vgo_BatchId: A sequential number added by the application when a set of records is added to the database. This value can be used to process a group of records together during back-end processing.

In a Versago environment, back-end processing is typically done using Bizweaver. The information here refers to Bizweaver but other process flow tools might be used as well.

Most record submission reports will have an associated Bizweaver workflow to handle additional processing. For payments this might be creating SAP Business One Incoming Payment transactions. Or it might be updating the status on a group of orders.

There are two ways to initiate this processing. The most basic approach is to have the Bizweaver workflow set on a schedule so that it executes periodically during the day.

The more sophisticated approach is to initiate the workflow when the submission is saved to the database. For the second option a database trigger is used.

The SQL database needs to be initialized to allow triggered (immediate) processing to occur. The initialization process is described here. Examples of the trigger used to initiate Bizweaver processing are then found in the lower section of the page.