Refresh features (Classic)

Overview

A common question is...

"Which Velixo Refresh option should I choose?"

Let's look at the Velixo Classic Refresh options

Velixo Classic refresh features

Velixo Classic is based on Microsoft's traditional Excel and COM add-in capabilities.

Component Object Model (COM) add-ins are programs that extend the functionality of Excel for Windows by adding custom features and commands.

The Refresh options for Velixo Classic are

• Smart Refresh
  and

• Full Refresh
  

The basics of refreshing a report

Refreshing a Velixo report will update the data of the Velixo functions and will cause Excel to recalculate the Excel functions and formulas.

Both of the Velixo Classic Smart Refresh and Full Refresh options will recalculate all open workbooks.

Smart Refresh

Smart Refresh will only load data that is new since the last refresh of your report. Any change to the Chart of Account or subaccounts will also be retrieved.

Whenever a Velixo function is used to retrieve data from the ERP, that data remembered or "cached".

Smart Refresh is incremental and is based on the question: "what has been added or updated in the ERP since we last refreshed the report?" Because only a subset of the data is being retrieved from the database, this can be done very quickly. The cache is updated with the new/updated data, and you are now working with up-to-date information.

A Smart Refresh is most valuable when new or updated data is available or when new accounts or subaccounts have been added to your database.

Deleted Records

As discussed above, Smart Refresh is incremental and is based on the question: "what has been added or updated in your ERP since we last refreshed"? It does this by examining the timestamps applied to the records in the database and comparing those to the cached data.

By definition, Smart Refresh cannot adjust when data been DELETED from your database, or in a situation where a database script has been applied against the Acumatica instance, without modifying the timestamps of the records.

If it's simply deactivation as opposed to deletion (and it changes the records' timestamp) then smart refresh will pick it up.

As a result, in such situations, it is necessary to use one of the Full Refresh options.

Full Refresh

The other refresh option - Full Refresh - ignores any cached data and reload all data associated with the Velixo functions. This includes all new transactions, any transactional data that was already loaded, and any new underlying information in your database (such as changes to the chart of accounts, subaccounts, branches, etc.).

Because all data associated with your Velixo functions is being retrieved, this will generally take longer than a Smart Refresh.

Recommendations

• Velixo recommends the use of the Smart Refresh options by default. Incremental refresh is substantially faster and handles the vast majority of usage scenarios with your ERP system.
  

• Avoid refreshing a report while a VBA script is running, as it may trigger an error.
  

• Avoid hard-deleting records in your ERP system. Instead, deactivate records and revert transactions. If you hard-delete a record that was used in a report, the Smart Refresh options will not be able to pick up this fact and you'll need to use a Full Refresh option, which is typically much slower.
  

• A Full Refresh option may also be needed if you or an ERP administrator have altered the data structure of your ERP system, such as:

1. through an SQL script

2. via changes to data access classes

3. publishing new customizations with data schema changes

4. data schema updates, such as custom fields