F6 Report Writer. Documentation. Copyright 2003 Enmark Systems Inc.

Transcription

1 Documentation Copyright 2003 Enmark Systems Inc.

2 An Introduction to the F6 Report Writer The F6 Report Writer is a very powerful tool that is used to extract information from the data bases maintained in the Enmark System. The Report Writer allows creation of custom reports from virtually any area of the system such as: Inventory, Accounts Receivable, Accounts Payable, General Ledger, Purchase Orders, Sales Orders and many others. The F6 Report Writer also allows maintenance of data directly, such as moving or posting information to fields in large numbers of records. The F6 Report Writer can also be used in conjunction with the F2 Programming Mode key that provide virtually unlimited ability to extract information in usable form. The number of selections that can be displayed per report is limited only to the parameters of the selection code and the number of the fields in the master file. However, there are line space limitations on both screen and paper, 132 characters in condensed print mode, 80 in Hard Copy form and xxx in ultra-condensed report mode without the information "wrapping" to the next line, so be reasonable. The screen is treated as 80 column. F6 Codes When the F6 key is pressed from the "key" of any Master File, the system displays all of the fields available for reporting. To create a report, place the desired codes into the spaces next to those fields that organize the information into the preferred format. Below is a list of available codes with a description of what each one does. Code Use Definitions These are the current codes available for use with the F6 Report Writer. Code Description Number of selections X DISPLAY Unlimited number S SELECT 12 SS RANGE 6 sets (includes the number of Selects used) O ASCENDING SORT 2 Q DESCENDING SORT 1 P POST 1 M MOVE 1 C COMPARE 1 Z ZERO Unlimited number I NO SUBSCRIPTS 1 R SUBSCRIPTS 1 D Delete (Selective SD) 1 B SUPRESS PRINTING Unlimited The X Display Code This code means: display the contents of this field. Placing an X in either of the spaces next to a field will cause the contents of that field to be printed or displayed for every record in that file. 1

3 F6 Codes con td. The S Select Code This code means: select based on the contents of this field. This selection is used to narrow down or select certain records within a file. The S code is very powerful and is used to pick out specific information from a file. The actual comparison symbols can be used instead of the S selection. They are: > -- greater than < -- less than = -- equal to N -- not equal to By using these symbols on the selection field instead of the S, the Method of Comparison screen prompt is bypassed for the F6 report. You may have a maximum of 12 comparisons on one report; this maximum pertains to saved reports as well. Any numeric fields will be subtotaled by the first (primary) selection field. This means that if a select by Due Date has been chosen, then numeric fields will be subtotaled when the Due Date changes. Remember that subtotals are not displayed if there is only one item in the group to be subtotaled. The SS Select Range Code This code is essentially two selections used to define a range of values. The SS code is very useful when selecting a subset of items that fall within the defined range. This could be a range of dates, weights, dollar amounts, etc. The O Ascending Sort Code This code means: sort in ascending order based on the contents of this field. The system will automatically provide information sorted in ascending order for the record key, or the first field. Any numeric fields will be subtotaled by the first (primary) sort item. This means that if the Due Date field is chosen to be sorted on, then numeric fields will be subtotaled when the Due Date changes. Remember that subtotals are not displayed if there is only one item in the group to be subtotaled. Up to two O sort codes may be used in one report. The system will sort by the first O it finds, and then sub sort by the second O it finds. A combination of capital and lower case O's may be used to sort in a specific order. A capital O will sort first, a lower case o will sort second. The Q Descending Sort Code This code means: sort in descending order based on the contents of this field. The system will automatically provide information in sorted order for the record key or the first field. Only one Q is allowed per report. Note that any field that contains a Q will be displayed in descending order as if it also contained an X. 2

4 F6 Codes cont d. The B Code This code simply suppresses printing when used with the S, O or Q codes. Remember that using an S, O or Q causes the contents of that field to be printed or displayed as if an X was entered in it. If this field is to be used but not displayed, enter a B in the field next to S, O or Q. This is a very useful code when printing labels based on the Mailing Code, Credit Limit, or other fields that are not to be printed. The P Posting Code This code means: post to this field. An entry of P on an F6 report allows the direct entry of information to one specific field in a file, on the screen. This eliminates the process of pulling up each record individually to post information. When the P code is used, the system will display the field (along with any fields marked with other codes) in report style, and allow information to be entered into the field. Only one P may be used per report and it may not be saved. Posting may only be done on the screen. Note that the "key" field (the record key), may not be altered with the P code. The M Move Data Code This code transfers data to a selected group of records "en masse". This means that the M code can be used to enter one field of information to an entire group of records, at once. Note that the "key" field (the first field) cannot be altered with the M code. Several M codes may be used at one time. WARNING... The M code is a VERY POWERFUL feature. It is easy to make a mistake and replace valuable data that was not intended to be replaced we recommend that the M code be used only after a backup. Should data be damaged, and necessitate calling Enmark System to do repair work, there will normally be a charge for this service. Use this code with GREAT CARE! The C Compare Fields Code This code is similar to the M code, except instead of moving data it allows two fields to be compared to each other. Only two fields may be compared at one time, thus only one C code can be used at a time. WARNING...The C code is a VERY POWERFUL feature. It is easy to make a mistake and replace valuable data that was not intended to be replaced. We recommend that the C code be used only after a backup. Should data be damaged, and necessitate calling Enmark Systems to do repair work, there will normally be a charge for the service. The system must be breached to use this code. Use this code with GREAT CARE! IF THERE ARE ANY QUESTIONS ON HOW TO CORRECTLY USE THIS FEATURE, CALL ENMARK BEFORE THE COMPARE IS ATTEMPTED! 3

5 F6 Codes cont d. It is also critical to include a comparator character along with the C. Valid comparators include >(greater than), < (less than), = (equal to), or N (not equal to), (S cannot be used when doing a Compare). If this code is not included next to the C the system will Move the data instead. The I No Subscripts Code This code is used only in files where subscripted and non-subscripted records are kept together, namely the Cash Receipts and Sales Journals, and the Accounts Payable Journal which contains both Cash Disbursements and Purchases. Since both purchase and sales are non-subscripted records in the Enmark System, if an I is entered in the first field (Vendor/Inv#) of the A/P Journal, the system will return the Purchase Journal (purchase and debit memo) records. If an I is entered in the first field (Cust/Inv#) of the Cash Receipts Journal or Sales Journal, the system will return only Sales Journal records (invoices and credit/debit memos). The I code is useful when creating reports based only on purchases and sales. The R Subscripts Only Code This code is used in files where both subscripted and non-subscripted records are kept together, namely the Cash Receipts and Sales Journals, and the Accounts Payable Journal which contains both Cash Disbursements and Purchases. Since both cash receipts and cash disbursements are subscripted records in the Enmark System, if an R is entered in the first field (Vendor/Inv#) of the A/P Journal, the system will only return cash disbursement, contra and offset records. If an R is entered in the first field (Cust/Inv#) of the Cash Receipts or Sales Journals, the system will only return cash receipt or contra records. The R code is useful when creating reports based on cash receipts and disbursements. The D Delete Code (SD) The system must be "breached" to use the SD code. This code is used to delete records. It can only be used with the S code to delete a specific group of records. When the S and D codes are used together (on the same field), any record that matches the selected set of information in the field that is selected on, will be DELETED. The SD code is a VERY POWERFUL feature. It is easy to make a mistake and delete valuable data that was not intended to be deleted. We recommend that the SD code be used only after a backup. Should data be damaged, and necessitate calling Enmark Systems to do repair work, there will normally be a charge for the service. Use this code with GREAT CARE! 4

6 F6 Codes cont d. The Z Zero Code This code is used to ZERO numeric fields, or SPACE OUT alpha-numeric fields. It is normally used with the S code to select a group of records and zero out a specific field. Several Z's may be used at one time. WARNING...The Z code is a VERY POWERFUL feature. It is easy to make a mistake and remove valuable data that was not intended to be removed. We recommend that the ZERO code be used only after a backup. should data be damaged, and necessitate calling Enmark Systems to do repair work, there will normally be a charge for this service. Use this code with GREAT CARE! To ZERO a field or fields, enter S in the fields used to pick the group of records to ZERO fields in. Enter Z code in the fields that are to be zeroed, and press Enter. The system will display the Report Options screen, choose the preferred output option and press Enter. A list of all records changed will print on the output device specified. It is usually a good idea to print a hard-copy, in case there is a problem. When the list is complete, the changes have been made. 5

7 F6 General Information There are three key areas of consideration needed to produce an effective F6 Report Writer report: 1. Knowing how to use the various F6 Report Writer codes to extract the information desired. 2. Knowing where to access the information that is needed; what master files retain the data required. 3. Knowing the basic way the information is stored so that it can be manipulated to provide more advanced reports. Access to Information Almost all information contained with the Enmark System is stored in F6 Report Writer compatible files. It is therefore possible to access nearly any type of information for custom creation of F6 reports. The best way to become familiar with the information availability is to select the F6 Report Writer Access Points, and press the F6 key. Examining the displayed fields will be very helpful in understanding where to access desired information. Any Menu Selection that is a File Maintenance type of file, or ends in (F6) can be used in the creation of F6 reports. Steps to Produce an F6 Report: There are three basic steps to producing an F6 Report Writer Report: 1. Accessing the File with the information, and press the F6 Report Writer key. 2. Entering the codes needed to produce the report (X, S (>>, <<, = or N), O, Q, P, M, C, I, or R) and press Enter. 3. Selecting the preferred report output option from the Report Options screen. Other Useful Features of the F6 Report Writer Editing F6 Report Writer Reports When a report has been created, and it has progressed to the Report Options screen, the F6 key may be pressed again to return to the F6 Report Writer entry screen to keep all entered codes intact. Changes and corrections can be made, and the report can be run again, without returning to the menu and re-selecting everything. The F6 key may also be pressed during screen reports generated using the F6 Report Writer, to interrupt the report and return to the F6 Report Writer entry screen with all entered codes intact. 6

8 Permanently Retaining F6 Reports It is possible to retain any F6 Report permanently so that it need not be created each time the report is desired. Of course every report should not be kept, only reports that are used on a regular basis. When an F6 Report Writer report is created, the Report Options screen adds an option for retaining a report permanently. 1. Select 8 Retain Report Permanently from the Report Options screen first. The system will prompt for a Report Name. Enter the name (10 characters maximum) and press Enter. DO NOT USE SPACES. USE ONLY CAPITAL LETTERS OR NUMBERS WITH NO SPACES FOR REPORT NAMES. 2. Enter the desired output option and press Enter. The system will print the report on the selected output device. NOTE: We strongly recommend that every report created and retained be given a name that begins with the same two letters, such as the first two letters of the company name. These reports are not retained in separate files and are extremely difficult to find if the name is forgotten. Starting the report with the same two characters allows the report to be located much more quickly. To run the report again at any time, simply type the name it was saved as at any Main Menu. Any selections entered in the report will be prompted each time for the data to use in the selection. This allows the same report to be used in slightly different circumstances each time. It is possible to add permanently saved reports to menus using the F2 Programming Mode. Enmark Support Staff can assist you if necessary. A saved report can also be added to the F13 window by pressing F13 and typing the name of the report in one of the available spaces. NOTE: only F6 reports that have used X exclusively can be used in the F13 window; no selections can exist in these reports in the F13 window. 7

9 An F6 Report Example: Let's produce a report displaying each customer's Credit Limit, and the Date it was set. From the Accounts Receivable Menu, select Customer Master File Maintenance (Accounts Receivable Menu Choice #1). From the Customer# prompt, press F6 to access the Report Writer. Fields available for Reports: DFAR-CUSTS X_ 1 CUSTOMER# 21 Cred Lmt Dt 41 SalesTaxCd X_ 2 NAME 22 `Credit Lmt 42 Sales GL# 3 ADDRESS 23 Last InvDt 43 Last Pay't 4 CITY-ST-ZIP 24 High Credit 44 5 Attention 25 `Balance 45 6 Location 26 Last Inv# 46 Days Limit 7 Phone# 27 Terms 47 Fax Phone 8 Salesman 28 Ageing Per. 48 # of Invs 9 Statements 29 Days Pmt Dy 49 Oldest Inv 10 MailingCode 30 Days Pmt Yr 50 Exempt=Y 11 StateTaxID# 31 Days Pmt Td FederalTxID 32 Open Orders Sales Ytd Cost Ytd 15 Comments 35 Profit Ytd 16 Comments 36 % Ytd 17 Comments 37 Sales LYtd 18 Comments 38 Cost LYtd 19 Contact 39 Profit LYtd 20 Date Opened 40 % LYtd ============================================================= X)DisplayField S)Selections SS)Range Checking O)Ascend'gSort )Descend'gSort P)PostingField M)Move Data C)Compare Fields I)NoSubscripts R)Subscripts Notice that on some lines there is a field number (ex. 18, 44, 49-51), yet there is no description. These are hidden fields. There are two ways to view the hidden fields in the report writer, (1) if you are breached, press F6 a second time once in the report screen, (2) prior to entering into the F6 mode, type UNLOCK at any main menu. Either of these options will display the hidden fields. Note all of the selection options at the bottom of the screen. 3. Place an X in fields 1 CUSTOMER#, 2 NAME, 21 Cred Lmt Dt and 22 Credit Lmt. The X means display the contents of this field on the report. This report will list each Customer alphabetically by their code, with their Name, Credit Limit and Credit Limit Date. 4. Press Enter. At the Report Options screen choose the preferred output option and press Enter. 8

10 Comparisons Remember that there are two basic types of fields: numeric, containing only numbers, and alpha-numeric, containing alphabetic as well as numeric characters. The types of comparisons that can be used with the S Selection code generally vary according to the type of field that has been selected, numeric or alpha-numeric. Sometimes fields that are alpha-numeric generally hold numbers with only an occasional alpha character. These fields, although technically alpha-numeric, can frequently be used in numeric comparisons. Alpha-Numeric Comparisons Generally when an alpha-numeric field is selected, the only comparison that is available for use is "equal to" or =. When a selection is made on an alpha-numeric field, the system will first display the Character position and length information. This is discussed in detail in the section below. Note however, at the bottom of this screen F10 for Numeric Comparisons is displayed. It is sometimes possible to use numeric comparisons with alpha-numeric fields. See the Numeric Comparison section below for more information. At the Report Options screen, choose the preferred output option and press Enter. Then, for each S entered the system displays the prompt, Enter 'Fieldname' = where 'Fieldname' is the actual name of the field that the S was placed in. In other words, the system is asking for the selection criteria. EXAMPLE: If an S was entered in field 1-CUSTOMER#, the system asks for a customer code to be searched for and displayed. There are three possible entries to this prompt: 1. Enter ALL and the system will select ALL customer codes. 2. Enter a specific CUSTOMER# (like ABCST) and the system will search for just that particular customer information. 3. Use the "wildcard" (*) character to specify a group of customer codes, such as, AB*. Using the Wildcard Character The * (asterisk) is the wildcard character in Enmark Software. It means "match anything" containing that those characters. By placing the asterisk after a character, or combination of characters, a group of records can be selected. For example when the system displays the prompt, Enter CUSTOMER# = an entry of D* will list all customers that begin with a D because the * (asterisk) means match anything that starts with a D. An entry of LA* will list all customers beginning with LA because the * (asterisk) means match anything starting with LA. he wildcard character can be used in any alpha-numeric field in the system. 9

11 Comparisons cont d. Numeric Comparisons in Alpha-Numeric Fields When an alpha-numeric field contains numeric information it is possible to use numeric comparisons. Examples of this field type are the Description and Rec Rpt# fields of the Inventory Master File. When the system converts the information in an alpha-numeric field to a number, it starts at the left of the field and converts everything until it comes to the first space, or the end of the field. This is very important to understand. If the information in the field is numeric and then contains a space followed by an alpha character, then the comparison will work fine. However, if the information begins with a nonnumeric character, the conversion will be unpredictable. If this feature is intended to be used, place the data in alpha-numeric fields accordingly. When a code of S is placed in a numeric field the system automatically displays the Numeric Comparison screen. Note that the screen displays the name of the field this selection is based on at the top of the screen. Pay careful attention to this, especially if several selections have been entered. The system displays this screen for each S entered in a numeric field. If two Selections were placed in one field to obtain a range, then one of the selections chosen may be a 3-Less Than choice, and one a 4-Greater Than choice. When the system displays the Character Position and Length of this Field is: screen that includes the prompt, F10 for Numeric Comparisons in the lower left corner, press F10 for the numeric comparison screen. The Numeric Comparison Screen Records will be Selected on: (field name) Numeric Comparison Options (alpha-numeric) Character Position and Length of this Field is: (Change if necessary then press RETURN) F10 for Numeric Comparisons Records will be Selected on: (field name) ((Numeric) Enter method of comparison 1 Equal to = 2 Not Equal to N 3 Less than (or Earlier) < 4 Greater than (or Later) > ================================================ Enter Selection Number: The Character Position and Length of this Field is displayed. The first 3 numbers are the beginning byte position of the field selected. The second 3 positions are the number of bytes that will be evaluated for the selection. After setting the the Character Position and Length of this Field, You can press F10 for the Numeric Comparison options screen. Enter the NUMBER for your method of comparison, i.e., 1,2,3,4 and press Enter. You will then be taken to the next select screen or the Report Options Menu. 10

12 The O & Q Sort Codes These codes allow the sorting of the contents of this field. The system will automatically provide information in sorted order for the record key, or the first field. These codes also allow you to change which information will be used to sort and print the data. Any numeric fields will be subtotaled by the first (primary) sort item. This means that if the Due Date field is chosen to be sorted on, then numeric fields will be subtotaled when the Due Date changes. Remember that subtotals are not displayed if there is only one item in the group to be subtotaled. EXAMPLE: To produce a list of customers in order of their open balances, place an O in field 25-Balance in the Customer Master File. X characters can be placed in any fields to be displayed. The sort O option can be used with the S Select option as the code SO to produce a list of specific customers sorted by Balance. The sort, like the select option, allows you to select and limit the information to sort. An example of the first Sort Screen is shown here: Your 1st Sort will be based on: (field name) Character Position and Length of this Field is: (Change if necessary then press RETURN) The Character Position and Length of this Field is displayed. The first 3 numbers are the beginning byte position of the field selected. The second 3 positions are the number of bytes that will be used to sort on. What the Numbers Mean The numbers displayed are the starting position and the length of the field indicated at the top of the screen, in the record of information. Remember that each record, or related group of information (such as a Customer record), is stored as a continuous stream of characters. Each field, as it's seen, exists in the computer as a set of characters starting at one point and continuing on for so many characters. This is what a section of the Customer Master File might look like if the characters could be seen. Field Name: CUSTOMER# Name Character Position: Data: ENSCO THE ENSTEEL CO. 11

13 The O and Q Sort Codes cont d. Note that the Customer Code occupies only the first 5 characters of its allotted 15 characters. In some files, especially in the key area, more than one type of information shares an allotted field area. This is true in the Cash Receipts Journal File, history files, as well as others. The number that is shown simply tells where the chosen field, starts and how long it is. In the example above, if the Customer# field had been selected, the Character Position and Length would be shown as The customer Name field in the sample above it would have a set of numbers like Meaning that it starts at the sixteenth 016 character in the record, and is thirty 030 characters long. Why Change the Numbers? Sometimes it is more efficient to change the numbers. For example, if the Customer# field above was chosen to be selected on, the system would have used all 15 characters to make decisions on manipulating the data, when it only needed to worry about the first 5. If the numbers were changed from to , it would have been slightly more efficient in its processing, although the results would have been the same in this case. Sometimes it is necessary to change the numbers to achieve the desired results. For example, in the Sales Journal File, the key field (the first field is always the key), contains the Customer code, and the Invoice or Credit number, as well. If a report was needed that subtotaled the sales, by employee, for the month, the Character Position and Length numbers would have to be altered to get that report. The Customer/Invoice Number field consists of a Customer Code of 5 characters, and an Invoice or Credit number of 6 characters for a total of 10. (The Cash Receipts records are also maintained in this same file so the key total is actually 15 overall). If the Character Position and Length of the field was not altered from to , the report will not subtotal by customer since each line will be a unique record. By changing the "pointer" so that it only looks at the first 5 characters (Customer Code), the report will subtotal every time the Customer Code changes, which is exactly what is needed. Another situation where the numbers need to be changed is when sorting or selecting on a longer description type field. For this, the specific positions of the part of the field to be used would be known. For example, the zip code may always be placed in the last 5 character positions of the CITY-ST-ZIP field in the Customer Master File. A report sorted by zip code is needed. The only way to achieve this is to change the "pointer" from to The system will then use only the last 5 characters in that field for the sort. 12

14 The O and Q Sort Codes cont d.. Deciding If the Pointer Must be changed It is rare for the pointer numbers to be changed. Remember the "wildcard" character * (asterisk) can be used in alpha-numeric fields to make the system ignore characters after the desired selection. Using the F2 Programming Mode can be very useful in working out the structure but it is very dangerous for those who have not been trained in its use. At times the field structure is specified, as in the Flat Roll Customer Material Usage File. When the system displays the structure for its use, it is easy to decide on changes. If the F6 Report Writer is used to create a report, and the report does not sort or subtotal in the correct places, the "pointer" may need to be altered. If the problem above is encountered, the Enmark Support Center may be called for assistance in determining the correct Character Position and Length. The P Posting Code This code means: post to this field. An entry of P on an F6 report allows the direct entry of information to one specific field in a file, on the screen. This eliminates the process of pulling up each record individually to post information. When the P code is used, the system will display the field (along with any fields marked with other codes) in report style, and allow information to be entered into the field. Only one P may be used per report and it may not be saved. Posting may only be done on the screen. Note that the "key" field (the record key), may not be altered with the P code. EXAMPLE:Updating credit limits for all customers that have not been updated in six months, without pulling up each customer record, going to the correct page, entering the information, and exiting is performed using the following steps: 13

15 The P Posting Code cont d. Fields available for Reports: DFAR-CUSTS X_ 1 CUSTOMER# S_21 Cred Lmt Dt 41 SalesTaxCd X_ 2 NAME P_22 `Credit Lmt 42 Sales GL# 3 ADDRESS 23 Last InvDt 43 Last Pay't 4 CITY-ST-ZIP 24 High Credit 44 5 Attention 25 `Balance 45 6 Location 26 Last Inv# 46 Days Limit 7 Phone# 27 Terms 47 Fax Phone 8 Salesman 28 Ageing Per. 48 # of Invs 9 Statements 29 Days Pmt Dy 49 Oldest Inv 10 MailingCode 30 Days Pmt Yr 50 Exempt=Y 11 StateTaxID# 31 Days Pmt Td FederalTxID 32 Open Orders Sales Ytd Cost Ytd 15 Comments 35 Profit Ytd 16 Comments 36 % Ytd 17 Comments 37 Sales LYtd 18 Comments 38 Cost LYtd 19 Contact 39 Profit LYtd 20 Date Opened 40 % LYtd ============================================================= X)DisplayField S)Selections SS)Range Checking O)Ascend'gSort )Descend'gSort P)PostingField M)Move Data C)Compare Fields I)NoSubscripts R)Subscripts 1. Select Customer Master File Maintenance (Accounts Receivable Menu Choice #1), and press the F6 Report Writer key. 2. Enter an S in field 21 Cred Lmt Dt so that only those customers that have not been updated in the last six months can be selected. 3. Enter a P in field 22 Credit Lmt to "post" a new credit limit to these customers. 4. Place an X in any other field needed to assist in determining new credit limits. 5. At the Method of Comparison (see Numeric Comparisons) screen, choose the appropriate comparison option and press Enter. 6. At the Report Options screen you have 2 options, 0-Screen Report and 8-Retain Report permanently. If necessary, save your report, then send the report to the screen. 7. The system will display the requested information, and place the cursor in the first posting field on the screen. Enter the new credit limits by typing over any existing information. Use the Down Arrow key to move down to each new field, and the Enter key to move to the next page when finished. Customer File Maint. V2.1 2 CUSTOMER# `Credit Lmt NAME Cred Lmt Dt ===================================================================== = ABCST ABC STEEL INCORPORATED 9/30/00 AAAST AAA STEEL 8/01/00 Use the Down Arrow key to move down the page to post to each record. Use the Enter key to move to the next page. Once you have pressed return, there is no going back to the previous page. The report must be started over. 14

16 The M Move Data Code This code transfers data to a selected group of records "en masse". This means that the M code can be used to enter one field of information to an entire group of records, at once. Note that the "key" field (the first field) cannot be altered with the M code. Several M codes may be used at one time. WARNING... The M code is a VERY POWERFUL feature. It is easy to make a mistake and replace valuable data that was not intended to be replaced we recommend that the M code be used only after a backup. Should data be damaged, and necessitate calling Enmark System to do repair work, there will normally be a charge for this service. Use this code with GREAT CARE! Fields available for Reports: DFAR-CUSTS X_ 1 CUSTOMER# 21 Cred Lmt Dt 41 SalesTaxCd X_ 2 NAME 22 `Credit Lmt 42 Sales GL# 3 ADDRESS 23 Last InvDt 43 Last Pay't 4 CITY-ST-ZIP 24 High Credit 44 5 Attention 25 `Balance 45 6 Location 26 Last Inv# M_46 Days Limit 7 Phone# 27 Terms 47 Fax Phone 8 Salesman 28 Ageing Per. 48 # of Invs 9 Statements 29 Days Pmt Dy 49 Oldest Inv 10 MailingCode 30 Days Pmt Yr 50 Exempt=Y 11 StateTaxID# 31 Days Pmt Td FederalTxID 32 Open Orders Sales Ytd Cost Ytd 15 Comments 35 Profit Ytd 16 Comments 36 % Ytd 17 Comments 37 Sales LYtd 18 Comments 38 Cost LYtd 19 Contact 39 Profit LYtd 20 Date Opened 40 % LYtd ============================================================= Data will be moved(compared) to Days Limit Enter Data--> _Days_Limit To place the number 30 in each Customer s Days Limit field so that the credit limit check in Command Center II considers the age on and invoice for Credit Hold. 1. Select Customer Master File Maintenance (Accounts Receivable Menu Choice #1), and press the F6 Report Writer Key. 2. Place an M in field 46 Days Limit, and press Enter. 3. The system returns the prompt, Data will be moved to Days Limit Enter the data here -- Days Limit. The system fills in the data entry line with the name of the field. To enter 30 days, simply type over the first two characters and space out the rest, leaving the field with only the number 30. Press Enter when finished. 4. The system will display the Report Options screen. The system will print a list of all records changed on the output device specified. It is usually a good idea to print a hard copy, in case there is a problem. When the list is complete, the changes have been made. 15

17 Copying One Field to Another Field (The M Move Data Code) The M code can be used to copy information from a field, as well as from entered information. The Move command can also be used to perform mathematical functions with field information, as well as numeric information entered from the keyboard. To use the M code to copy information follow the same steps described in the section above, but instead of typing the information in the data entry line, specify which field to copy the information from, or what operation to perform, than a space followed by the letters EXP. The EXP means expression and lets the system know that it is to use the data in the field, not the letters that were just typed. The information will be copied from the specified field to the field containing the M, within the record. EXAMPLE: To fill in the first Comment field in the Customer Master File with the same information as the Terms field without typing it, use the M code to copy the contents of the Terms field to the Comment field. 1. Select Customer Master File Maintenance (Accounts Receivable Menu Choice #1), and press the F6 Report Writer Key. 2. Enter an M in field 15 Comment and press Enter. 3. The system returns the prompt, Data will be moved to Comments Enter the data here -- Comments. To copy the information from field 27 Terms, enter F27 EXP in the data entry field. Type over the characters and space out the rest, leaving the field with only F27 EXP. The F in F27 stands for FIELD. By entering F27 EXP, the system interprets that the contents of field 27 are to be copied to field 15 in each record. Data will be moved to Comments Enter the data here F27 EXP. Press Enter when this is complete. 4. The system returns the prompt, Data will be moved to Comments Enter the data here F15=F The system will display the Report Options screen. The system will print a list of all records changed on the output device specified. It is usually a good idea to print a hard copy, in case there is a problem. When the list is complete, the changes have been made. 16

18 Increasing every customer's credit limit by 10%. (The M Move Data Code) 1. Select Customer Master File Maintenance (Accounts Receivable Menu Choice #1), and press the F6 Report Writer Key. 2. Enter an M in field 22 Credit Lmt, and press Enter. 3. The system returns the prompt, Data will be moved to Credit Lmt Enter the data here -- Credit Lmt. 4. In the data entry field, type F22*1.1 EXP completely replacing the field name. We use 1.1 because that will increase the Credit Limit field by itself plus.1 (10%) of itself. Data will be moved to Credit Lmt Enter the data here -- F22*1.1 EXP Press Enter then the screen will display, Data will be moved to Credit Lmt Enter the data here K01=1.1 Press Enter then the screen will display, Data will be moved to Credit Lmt Enter the data here F22=F22*K01 Press Enter and the system then displays the Report Options screen. The system will print a list of all records changed on the output device specified. It is usually a good idea to print a hard copy, in case there is a problem. When the list is complete, the changes have been made. The same type of operation can be performed using information from two fields. For example, F03*F12 EXP means multiply the contents of field 3 and field 12 and place the results into this field. The C Compare Fields Code This code is similar to the M code, except instead of moving data it allows two fields to be compared to each other. Only two fields may be compared at one time, thus only one C code can be used at a time. WARNING...The C code is a VERY POWERFUL feature. It is easy to make a mistake and replace valuable data that was not intended to be replaced. We recommend that the C code be used only after a backup. Should data be damaged, and necessitate calling Enmark Systems to do repair work, there will normally be a charge for the service. The system must be breached to use this code. Use this code with GREAT CARE! IF THERE ARE ANY QUESTIONS ON HOW TO CORRECTLY USE THIS FEATURE, CALL ENMARK BEFORE THE COMPARE IS ATTEMPTED! It is also critical to include a comparator character along with the C. Valid comparators include >(greater than), < (less than), = (equal to), or N (not equal to), the S Select, CANNOT be used when doing a Compare. If this code is not included next to the C the system will Move the data instead. 17

19 The C Compare Fields Code cont d. EXAMPLE: To see all customers who have a balance greater than their credit limit. Fields available for Reports: DFAR-CUSTS X_ 1 CUSTOMER# 21 Cred Lmt Dt 41 SalesTaxCd X_ 2 NAME X_22 `Credit Lmt 42 Sales GL# 3 ADDRESS 23 Last InvDt 43 Last Pay't 4 CITY-ST-ZIP 24 High Credit 44 5 Attention C>25 `Balance 45 6 Location 26 Last Inv# M_46 Days Limit 7 Phone# 27 Terms 47 Fax Phone 8 Salesman 28 Ageing Per. 48 # of Invs 9 Statements 29 Days Pmt Dy 49 Oldest Inv 10 MailingCode 30 Days Pmt Yr 50 Exempt=Y 11 StateTaxID# 31 Days Pmt Td FederalTxID 32 Open Orders Sales Ytd Cost Ytd 15 Comments 35 Profit Ytd 16 Comments 36 % Ytd 17 Comments 37 Sales LYtd 18 Comments 38 Cost LYtd 19 Contact 39 Profit LYtd 20 Date Opened 40 % LYtd ============================================================= Data will be moved(compared) to Balance Enter Data--> _Balance 1. Select Customer Master File Maintenance (Accounts Receivable Menu Choice #1), press Enter, then press the F6 Report Writer Key. 2. Place an X in field 22 Credit Lmt and the characters C & > in the field 25 Balance and press Enter. 3. The system returns the prompt, Data will be moved (compared) to Balance Enter data-- Balance. The system fills in the data entry line with the name of the field. 4. To compare the two fields, enter the field number to be compared to followed by the letters EXP. 5. In the case of this example, enter F22 EXP and press Enter. It is important to put in a field number and space put the remaining letters. If the name of the fields is not spaced out the system will enter that name in field 22 Credit Limit. Data will be moved (compared) to Balance Enter the data here F22 EXP. Press Enter when this is complete. 5. The system returns the prompt, Data will be moved (compared) to Balance Enter the data here F25>F22. Press Enter until the Report Options screen appears. Two more displays may appear in the lower right corner that look similar to the following: Data will be moved (compared) to Balance Enter the data here. Data will be moved (compared) to Balance Enter the data here RELEASE. The Report Options menu will then come up. After the preferred report option is chosen, the system will print a list of all customers whose balance is greater than their credit limit. When the listing has finished printing, the comparison is complete. 18

20 The D Delete Code This code is used to delete records. It is always used with the S code to delete a specific group of records. When the SD codes are used together, any record that matches the selected set of information will be DELETED. The system must be "breached" to use the SD code. WARNING... The SD code is a VERY POWERFUL feature. It is easy to make a mistake and delete valuable data that was not intended to be deleted. We recommend that the D code be used only after a backup. Should data be damaged, and necessitate calling Enmark Systems to do repair work, there will normally be a charge for the service. Use this code with GREAT CARE! EXAMPLE: The following instructions explain how to delete the customer records of all customers that have not purchased anything in the current fiscal year. This example is used for illustrative purposes only and is not intended to become a recommendation. Fields available for Reports: DFAR-CUSTS X_ 1 CUSTOMER# 21 Cred Lmt Dt 41 SalesTaxCd 2 NAME 22 `Credit Lmt 42 Sales GL# 3 ADDRESS SD23 Last InvDt 43 Last Pay't 4 CITY-ST-ZIP 24 High Credit 44 5 Attention 25 `Balance 45 6 Location 26 Last Inv# 46 Days Limit 7 Phone# 27 Terms 47 Fax Phone 8 Salesman 28 Ageing Per. 48 # of Invs 9 Statements 29 Days Pmt Dy 49 Oldest Inv 10 MailingCode 30 Days Pmt Yr 50 Exempt=Y 11 StateTaxID# 31 Days Pmt Td FederalTxID 32 Open Orders Sales Ytd Cost Ytd 15 Comments 35 Profit Ytd 16 Comments 36 % Ytd 17 Comments 37 Sales LYtd 18 Comments 38 Cost LYtd 19 Contact 39 Profit LYtd 20 Date Opened 40 % LYtd ============================================== SD Invoked! Type Y or N -= X)DisplayField S)Selections SS)Range Checking O)Ascend'gSort )Descend'gSort P)PostingField M)Move Data C)Compare Fields I)NoSubscripts R)Subscripts 1. Breach the system to use the SD code. 2. Select Customer Master File Maintenance (Accounts Receivable Menu Choice #1), press the F6 Report Writer key 3. Enter the SD code into field Last InvDt and press Enter 4. The system returns the warning: SD Invoked! Type Y or N- Enter a Y to proceed. 5. Complete the selection information at the selection screen, in this case a Numeric Comparison screen. In this example, select 3 Less Than (or Earlier) and press Enter. 6. The system will display the Report Options screen. The system will list all records deleted on the selected output device. It is usually wise to select a hard-copy output in case there is a problem. 7. At the Enter Last InvDt prompt, enter the date to use as the cutoff. Any customer without a sale LATER than this date (in other words their last sale date was before this date), will be DELETED! 19

21 The Z Zero Code This code is used to ZERO numeric fields, or SPACE OUT alpha-numeric fields. It is normally used with the S code to select a group of records and zero out a specific field. Several Z's may be used at one time. WARNING...The Z code is a VERY POWERFUL feature. It is easy to make a mistake and remove valuable data that was not intended to be removed. We recommend that the ZERO code be used only after a backup. should data be damaged, and necessitate calling Enmark Systems to do repair work, there will normally be a charge for this service. Use this code with GREAT CARE! To ZERO a field or fields, enter S in the fields used to pick the group of records to ZERO fields in. Enter Z code in the fields that are to be zeroed, and press Enter. The system will display the Report Options screen, choose the preferred output option and press Enter. A list of all records changed will print on the output device specified. It is usually a good idea to print a hard-copy, in case there is a problem. When the list is complete, the changes have been made. S:\Documentation\Flat-Roll\FR Manuals\F6 Report Writer 20