1. Database Fundamentals – Part 1
Understanding the Sage 300 Construction and Real Estate Core Accounting Database

2. CPE Credit
In order to receive CPE credit for this session, you must be present for the entire session.
Session Code: C-0634
Recommended CPE Credit = 1.5
Delivery Method = Group Live
Field of Study = Specialized Knowledge and Applications
Visit the Sage Summit Connect kiosks to enter CPE credit during the conference.
Required Slide
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For the most part, you do not need to change the text on this slide. However, you do need to enter the Session Code and Recommended CPE Credit. A one-hour session is equal to 1 CPE credit. A 90-minute session is equal to 1.5 CPE credits.
The session code is the same code as the session was listed on the Sage Summit website ( and on the attendees schedule. An example of a code is C-CRE12 or P-ERP45.
Sessions are either 60 (1 credit) or 90 minutes (1.5 credits).
Information about how to claim CPE credit is provided at conference check-in and in the conference guide.

3. Introduction Presenters
James Coyle,
Co-Founder & President, Event 1 Software
Michael Newland,
Co-Founder & Vice Present Product Management, Event 1 Software
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4. This Session – Approach
Tools We’ll Use
Sage 300 Construction & Real Estate
Report Designer
Office Connector
Other Tools
Event 1 Quick Aim
Microsoft Access
Crystal Reports
Hands-On Goals
Techniques to explore your database
Discovery of where information lives

5. Names, Other Names, & More Names Data Security
This Session – Agenda
Database Concepts
Exercise #1 – Data Exploration
Files & File Names
Exercise #2 – Observing Data Flow
Names, Other Names, & More Names
Data Security

6. Concepts
Database (tables)
How your data is organized
Program Logic
The software itself, containing all of the business logic and processes.
User Interface
Screens & menus that you use every day to carry out your tasks.

7. Concepts – All data is stored in tables

8. Concepts – Tables
Columns (fields)
Rows (Records)

9. Concepts – Tables, Columns, Records, Fields

10. Concepts – Understanding Primary Keys
Vendor ID is the unique identifier. No two are the same!
Some primary keys use more than one column

11. Concepts – Using Primary Keys
Relating tables in a report or query
Foreign Key:
Columns that contain the values of primary key columns in a related table.

12. Concepts – Using Primary Keys
When will I use them?
Report Designer
Lookup function
Office Connector
TSLookup function
SQL Queries – Table Joins
Other Tools

13. Concepts – Recognizing Key Fields
Report Designer
Standard Order #1
Office Connector
Key Symbol 
Quick Aim
Other Tools
Bold

14. Exercise #1 – Data Exploration
Enter a commitment
Print (to screen) the tables and columns (fields) related to the JC Commitment screen.
Explore the data
Identify the primary keys
Optional - Identify related tables

15. Exercise #1 – Data Exploration
Table Information
Table name, file type, and whether records can be create via ODBC (e.g., via Office Connector Write)

16. Exercise #1 – Data Exploration
Field Name
Name you normally see in Sage 300 Construction & Real Estate.

17. Exercise #1 – Data Exploration
Internal Name
Name that never changes and is used internally by Sage 300 Construction & Real Estate as well as by Office Connector.

18. Exercise #1 – Data Exploration
Field Type
The type of data the field stores (text, number, date, yes/no)

19. Exercise #1 – Data Exploration
Length
Maximum number of characters or digits that can be stored.

20. Exercise #1 – Data Exploration
Code
Appears with all customizable columns and all primary key columns. For primary keys, provides a means to identify Foreign Keys (related tables).

21. Exercise #1 – Data Exploration
Replaceable
Can be updated via a program that uses ODBC to update information, such as Office Connector Write.

22. Exercise #1 – Data Exploration
Special Values
For “Option Button” and “List Box” columns, provides a list of the possible values.

23. Exercise #1 – Data Exploration
Primary Key
Columns identified for standard order #1 make up the primary key for the table.

24. Files & File Names – What Are They?
NOT actual files (anymore)
Today, they represent logical groupings of related tables
Stored and managed as collections of files by the Pervasive database server

25. Files & File Names – Naming Convention.
MASTER J C M
File Type
T = Transaction
M = Master
S = System/Standard
Z = Issues
I = Invoice
Two-Letter Application
(AP, GL, JC, etc)
The name tells you something about how the file is used by the software.

26. Files & File Names - Types
Master Files
Setup Records
Settings
Accumulated Totals
Custom Fields
Transaction Files
Dated Entries
New – Unposted
Current - Posted
System/Standard Files
Rates
Others
Control File
Issues
Examples
MASTER.GLM
MASTER.APM
MASTER.JCM
MASTER.PRM
New.GLT
Current.GLT
History.GLT
System.PRS
Standard.BLS
TS.CTL
Issue.IAI
Issue.APZ

27. Files & File Names – Data Flow (General Ledger)
Data Entry
Master.GLM
Accumulated Totals
Validation
New.GLT
Transactions
Current.GLT
Transactions
Post Entries
Update totals

28. Files & File Names – Data Flow (Job Cost)
Data Entry
Master.JCM
Accumulated Totals
Validation
New.JCT
Transactions
Current.JCT
Transactions
Post Entries
Update totals

29. Files & File Names – Data Flow (Accounts Receivable)
Data Entry
Validation
New.ART
Transactions
Activity.ARA
Master.ARM
Accumulated Totals
Current.ART
Transactions
Post Entries
Update totals

30. Files & File Names – Data Flow (Accounts Payable)
Data Entry
AP Master
Accumulated Totals
+ Invoices
Validation
New.API
Invoices
Update totals
Post Entries
Current.APT
Transactions

31. Files & File Names – Data Flow (Between Applications)
General Ledger
Accounts Payable
Accounts Receivable
Job Cost

32. Exercise #2 – Observing Data Flow
Enter a simple set of journal entries.
Capture the current state of the accounts.
Create some ad-hoc queries using Office Connector.
Post Entries.
Observe what changed.

33. Names, Other Names, & More Names
Custom Descriptions
Change to reflect customizations
Intuitive
Used by Report Designer & Default ODBC DSNs
Standard Descriptions
Never change
Used with Crystal Reports & ODBC Solutions
Dictionary Names
Less intuitive
Used with Office Connector & ODBC Solutions

34. Names, Other Names, & More Names – Tables
Custom Description
Standard Descriptions
Dictionary Names
MASTER_JCM_COST_CODE
JCM_MASTER__COST_CODE
MASTER_JCM_RECORD_3
MASTER_JCM_PHASE
JCM_MASTER__EXTRA
MASTER_JCM_RECORD_2
MASTER_APM_VENDOR
APM_MASTER__VENDOR
MASTER_APM_RECORD_9
MASTER_APM_INVOICE
APM_MASTER__INVOICE
MASTER_APM_RECORD_1
CURRENT_GLT_BATCH
GLT_CURRENT__BATCH
CURRENT_GTL_RECORD_1
NEW_JCT_TRANSACTION
JCT_NEW__TRANSACTION
NEW_GLT_RECORD_2
Custom Description
Convention
Standard Description
Dictionary Name
FILENAME_TYPE_CUSTOMCAPTION
TYPE_FILENAME__STANDARDCAPTION
(note – two underscores after FILENAME)
FILENAME_TYPE_RECORD_NUMBER

35. Names, Other Names, & More Names – Columns
Custom Descriptions
Account
Phase
Cost_Code
Amount
Standard Descriptions
Extra
Dictionary Names
TACCT
CEXTRA
ODJCPHS
TAMT

36. Data Security Securable Items: Menu/Screen Access
ODBC Read/Write Access
Specific Records
Reports

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Session code for this session: C-0634
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38. Contact Information
Presenter Contact Information:
James Coyle:
Michael Newland:
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