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Drilldown in Sage 300 ERP

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Much accounting detail is entered in one application and passed on to another for recording. Drilldown is the ability to reverse the audit trail and display, application by application, the document back to its original entry into the Sage 300 ERP system. For example, in Sage 300 General Ledger (G/L), you can drilldown from General Ledger Transaction History to the Journal Entry, from the Journal Entry to the originating transaction in Accounts Receivable, and from the Invoice, Credit Note, or Debit Note, to the originating transaction in Order Entry.

The way this works is a bit cryptic in Sage 300 ERP’s database and this blog article will attempt to explain some of the internal workings so that developers and customizers who want to use this data for other purposes can hopefully figure out how to interpret it.

The documentation for the full drilldown infrastructure for third party developers is contained in Appendix L of the SDK’s Programming Guide.


Drilldown Database Fields

The drilldown fields in a document provide a link to the application that created the document. They are done in a generic way so any application (Sage or third party) can provide this information and their screens can be drilled down to. As a result the fields are fairly generic and it’s up to the drilldown target to provide what it needs when it creates the document. There are three fields, one is the source application (our usual two character application id like AP), then a drill down type (each application may have several document types like invoices or receipts), and last there is a generic link field which is a large number where the application packs in whatever it needs to do a link.

For example you can drill down from G/L Journal Entry back to the application that created the Journal. In the GLJEH table there are three fields: DRILAPP, DRILSRCTY, DRILLDWNLK. Suppose P/O creates a Journal Entry, it might populate DRILAPP with “PO”, DRILSRCTY with 3 (for Receipt) then DRILLDWNLK with 1740 (where 1740 is a link to PORCPH1.RCPHSEQ).

This is rather cryptic since these fields are meant to be internal to the application that will be drilled down to. But suppose you want to use these fields for other purpose. Here I’ll give a few examples of how Sage applications use these, which should help for many cases. Plus they will give an indication on how these are built so you can reverse engineer other cases.

Here are the ones used for I/C, O/E and P/O. These are pretty straight forward due to the way data is indexed in these applications. Here are the various types and links used in these applications.


Adjustment: 3: ICADEH.DOCUNIQ


Credit and Debit Note: 2: OECRDH.CRDUNIQ


Credit Note: 6: POCRNH1.CRNHSEQ
Debit Note: 7: POCRNH1.CRNHSEQ

A/R and A/P are a bit more difficult. Here they have to pack quite a bit of information into that field. A 10-byte BCD can hold up to 18 digits. Into this we want to pack the Posting Sequence Number, Batch Number and Entry Number. The way this works, the first digit is the size of the Posting Sequence Number, then the second digit is the size of the Batch Number. Then you have the Posting Sequence Number, then the Batch Number then the left over is the Entry Number. Since the first two digits are used for sizes, the sum of the lengths of the Posting Sequence Number, Batch Number and Entry Number must be less than or equal to 16.

For instance if the DRILLDWNLK is 222765000000000001 then the length of the Posting Sequence Number is 2 as is the length of the Batch Number. The Posting Sequence Number is 27, the Batch Number is 65 and the Entry is 1.

Drilldown View

Knowing the raw format is fine for some applications. But if you are operating in an environment with access to the Sage 300 Business Logic then you can call the application’s View to interpret this value for you and give it in the format of a UI to run and the parameters to pass it, to get the correct information displayed.

Here we will write a small .Net application that uses the Sage 300 API .Net API to process through the drill down information in the G/L Journal Header and process the A/P drill down information. You can find the project here, it is the Drilldown one.

Each application that supports drilldown has such a view. It is defined in its xx.ini file (in this case ap.ini) in the [setup] section there will be a DrillDownView=aannnn entry which specifies the drill down view (in this case AP0062). In the sample program, I just hard code the View and leave it as an exercise to the reader to generalize and load these from the .INI file.

Basically you use this view by setting the drill down type and link and then calling Process(). This then populates the other fields. This gives you a status field of whether you can drill down on this, a roto id of a UI to run and the parameters to pass the UI. Note that UI parameters are separated by line breaks.

So in this case we run the application we get lines specifying the drill down info followed by the drill down View’s interpretation of it. For instance:

Drill down info in GLJEH: AP 0 223055000000000001

UI Information to run for this: AP2100 MODE=1\nBATCH=55\nENTRY=1

Here is the main part of the code that processes this:

// Cycle through all of GLJEH and printout all the drill down information
 while (true == glJEH.Fetch(false))
        string drillSrce, drillLnk, rotoid, parameters, drillkey, drillInfo;
        int drillType;
        drillSrce = glJEH.Fields.FieldByName("DRILAPP").Value.ToString();
        drillType = Convert.ToInt32(glJEH.Fields.FieldByName("DRILSRCTY").Value.ToString());
        drillLnk = glJEH.Fields.FieldByName("DRILLDWNLK").Value.ToString();
        Console.WriteLine("Drilldown: " + drillSrce + " " + drillType + " " + drillLnk);
        if ( drillSrce.Equals("AP") )
                 apDrill.Fields.FieldByName("SRCETYPE").SetValue(drillType, false);
                 apDrill.Fields.FieldByName("DRILLDWNLK").SetValue(drillLnk, false);
                  drillInfo = apDrill.Fields.FieldByName("DRILLTYPE").Value.ToString();
                  rotoid = apDrill.Fields.FieldByName("ROTOID").Value.ToString();
                 parameters = apDrill.Fields.FieldByName("PARAMETERS").Value.ToString();
                 drillkey = apDrill.Fields.FieldByName("DRILLKEY").Value.ToString();
                Console.WriteLine(drillInfo + " " + rotoid + " " + parameters + " " + drillkey);


Drill down is a useful feature in Sage 300 ERP and hopefully this information helps people leverage the infrastructure for some new interesting customizations and integrations.

Written by smist08

February 27, 2015 at 8:48 am

3 Responses

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  1. […] Introduction Much accounting detail is entered in one application and passed on to another for recording. Drilldown is the ability to reverse the audit trail and display, application by application…  […]

  2. Sent from Samsung Mobile

    KC Lai

    March 4, 2015 at 11:37 pm

  3. […] Drilldown in Sage 300 ERP […]

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