How to get User ID to print on a new order or invoice?

Question asked by Art Crowley - 10/31/2014 at 9:38 AM

Answered

You have given us the audit trails report. How do we get the User ID printed on an order or invoice? Basically the same thing as the CreatedBy on a purchase order.

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Mark Culos Replied

10/31/2014 at 1:39 PM

Employee Post Marked As Answer

You will need to link the id table in the Primary data view on id.ID to respectively ord.SalesRep and invoice.SalesRep.

This approach is going directly to the transaction tables where the salesperson can be set manually. If you are using the audit table, the user ID recorded is the person logged into Atrex, not necessarily the salesperson listed on the transaction.

Art Crowley Replied

11/5/2014 at 9:41 AM

I must be doing something wrong. I want to use the audit table so I know who processed the order, not who the salesperson is. I added the Audit table. I linked the Audit UserID to the Primary SalesRep. On my report, I added the Audit UserID.

When I view the order, Atrex locks up and I have to restart the program. Am I missing some settings that need to be made?

Mark Culos Replied

11/5/2014 at 10:31 AM

Employee Post

When you link on the user ID, you are selecting all records in audit with that user ID so it will take a while to retrieve those records.

You cannot join audit to ord in a simple SQL statement. You could use a sub-select on the data view Calc tab or the DataSet functions in the main Calc sheet (not the one in the data view). Either of these approaches are somewhat involved so they go beyond what is included in support. If you want one of our technicians to perform the work, send an email to sales@atrex.com with the details and someone will provide you with a quote.

Art Crowley Replied

11/5/2014 at 11:09 AM

So quotes, orders and invoices do not work the same as purchase orders.

When creating a purchase order, there is a CreatedBy, which is the person logged into Atrex. This is what we want to print on the quotes, orders and invoices. So, when we have a problem, we can see who created it and immediately go to them instead of having to search for it through the audit trail.

Mark Culos Replied

11/5/2014 at 11:32 AM

Employee Post

The functionality is exactly the same. The Created By and Salesperson fields on the transaction are by default populated by the person logged into Atrex and both can be edited so that the user can assign any value. This means that there is no guarantee that the user assigned to the transaction in these fields was the user logged into Atrex.

The one difference is that if the customer has a salesperson assigned, that value is used rather than the currently logged in user. If you always want sales and service transaction assigned to the user that is logged in, do not assign a salesperson to the customer. You may also want to restrict the user from being able to change this value via the users' security settings (Users - Edit).

eric de guzman Replied

12/27/2014 at 12:46 AM

hi,
i agree too that there should be some kind of option to show the user who created the transaction instead of the userid pre-associated to that customer or etc

as we've encountered staff who uses other's login id and made a mistake or something and denies so.
and to find it from the audit table takes a bit of trouble and work still

Mark Culos Replied

12/27/2014 at 11:56 AM

Employee Post

As you mention in your comment, a user can login as someone else so no amount of programing can address all the issues.

Also, there is no one solution that suites all businesses and as the data is available, you can create a report that provides you with exactly the information that meets your requirements.

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