Replicate Estimating Database

The Replicate process allows WMS to make an exact copy of the Sage Timberline Estimating database. This is useful in streamlining the workflow process and decreasing the time necessary to price items within the Sales Pricing module. The replication process takes a snap shot of the Sage Timberline Estimating database and compares the data to the data currently existing in WMS. This occurs for the database set for the company and division currently open. It is imperative that Sage Timberline Estimating users and WMS users are aware when this process will run, and what the effects will be in order to keep all workflow processes in synch.

This is a 3 step process:

1. • Assemblies/Phases/Items that exist in Timberline Estimating, but do not exist in WMS will be recreated in WMS.

   • Assemblies/Phases/Items that exist in Timberline Estimating and WMS will be updated with any changes (i.e. descriptions) in WMS.

   • Assemblies/Phases/Items that do not exist in Timberline Estimating and do exist in WMS will be deleted from WMS.

Review the Replication Settings topic before replicating the Timberline Estimating database. Also, verify the data requirements in the following section are met.

Estimating Database Items to Verify

Ensure that certain fields in the Estimating database do NOT contain any special characters such as <, &, >, %, $, ( ), #, single or double apostrophes, accented "e" such as in "décor," etc. One character that BuilderMT identified as particularly problematic is a curly apostrophe, ASCII character 198. Dashes, periods, and slashes are not considered special characters.

The rules for special characters are as follows:

In addition to following the rules above, do not have extra spaces at the end of any numbers. Consistent group assembly and assembly (i.e., model and option) numbering and consistent usage of capitalization is good practice in general. Also, item numbering established in Estimating should be set up to correspond with the last four digits of the Job Cost cost code. Do not lead with zeroes.

If special characters exist in fields that do not allow those characters, when replicating with WMS, an error will likely occur and replication will halt. Special characters in the wrong fields can also trigger the "SQL error: invalid token at..." error that can occur in WMS when reading in an estimate, importing/exporting costs, or generating POs and budgets. If special characters for either the Group Assembly Number or Assembly Number fields end up in the .XML file going to the sales center, it is likely the sales center application will generate an error when that file is imported.

Ideally, the Estimating database should be the origin of all the standard options for the sales center. For example, if the sales center wants standard cabinets to show on the contract, an option should exist in WMS for that option, originating from Estimating. If the database has major inconsistencies or incomplete data, it is recommended to clean up the data to help prevent issues down the road once the sales center is introduced.

Replicating the Estimating Database

To replicate the database:

1. From the Integration menu, selectTimberline Estimating > Replicate Estimating.
   
   

2. Mark the Items (For Pricing in Purchasing (HMS) or Sales Pricing) checkbox to replicate the items. Or, clear the checkbox if no Items are to be replicated.
   
   When the checkbox is marked, new items in the Timberline Estimating database are replicated in WMS, and deleted items in Timberline are deleted from WMS. If there are new items in the Timberline Estimating database, those Items will be recreated within WMS. If items have been deleted from Timberline Estimating, those Items will be deleted from WMS.

3. Select any Item Options radio button that follows:

4. • All Phases - To replicate ALL items within the Sage Timberline Estimating database, click the All Phases radio button. Choosing this option ensures that every new item is replicated into WMS, but it does require more time to process. It is recommended that this option be selected at least weekly or monthly to insure that all items have been replicated.

5. • Greater than or Equal to Phase - To replicate all items that are within a phase greater than or equal to a specific phase number, click the Greater than or Equal to Phase radio button. Click on the drop-down box and select the smallest phase number to be replicated.

6. • Less than or Equal to Phase - To replicate all items that are within a phase less than or equal to a specific phase number, click the Less than or Equal to Phase radio button. Click on the drop-down arrow, then select the largest phase number to be replicated.

7. • Items that fall within Phase Range - To replicate all items that are within a specific range of phase numbers, click the Items that fall within Phase Range radio button. Click on the first drop-down box, and select the smallest phase number to be replicated. Click on the second drop-down box, and select the largest phase number to be replicated.

4. Mark the Assemblies (Models and Options for Sales Pricing) checkbox to replicate the assemblies from Sage Timberline Estimating into WMS. Or, clear the box if no assembly items are needed.
    

   Notes

   This option must be chosen to update the models and options that are available in the master models and options within Sales Pricing. If there are new assemblies in Sage Timberline Estimating, those assemblies will be recreated within WMS. If assemblies have been deleted from Sage Timberline Estimating, those assemblies will be deleted from WMS. If the user does not use the Sales Pricing module, it is not necessary to replicate the assemblies. This setting will be disabled if the Sales Pricing module is not installed, and no assembly options will be available below it. Additionally, the option type and option category warning will not appear if the Sales Pricing module is not installed.

5. Select any Assembly Options radio button that follows:   

6. • All Assemblies - Verify that the All Phases item option is selected. To replicate ALL assemblies within the Timberline Estimating database, click the All Assemblies radio button.

1. • Greater than or Equal to Phase - Verify that item options are set to either All Phases, or Greater Than (with the same phase to be set for assemblies). To replicate all models and options that are greater than or equal to a specific phase number, click the Greater than or Equal to Phase radio button. Click on the drop-down box, and select the smallest phase number to be replicated.

1. • Less than or Equal to Phase - Verify that the Less Than item option is selected. To replicate all models and options that are less than or equal to a specific phase number, click the Less than or Equal to Phase radio button. Click on the drop-down box, then select the largest phase number to be replicated.

1. • Assemblies that fall within Range - Verify that item options are set to either All Phases, or Assemblies that fall within phase range (With the same phase to be set for assemblies). To replicate all models and options that fall within a specific range of phase numbers, click the Assemblies that fall within Range radio button. Click on the first drop-down box and select the smallest assembly number to be replicated. Click on the second drop-down box, then select the largest assembly number to be replicated.

6. After the desired options have been selected, click theOK button at the bottom of the window to initiate the replication process.  
   
   If assemblies have been selected a warning window will appear. Read the warning and type Yes, then click Continue to proceed.
   The Replicating toolbar displays progress for each replication process.

7. Choose OK when the procedure is completed.

Related Topics

Overview of Replication - Timberline Estimating Database.