Ledger Enquiry History File

The Sales and Purchase Ledger Enquiry options allow link to a ‘History’ database that contains records relating to the accounts file – perhaps a contact database. This ability has now been added to the Sales and Purchase Order Ledger Enquiry options. This would allow the enquiry to link to (say) the stock transaction files, the sales/purchase transaction file, a batch update source file, or indeed any Datafile database that contained the order reference.

Once configured the HISTORY option will be available from the Sales (Purchase) Order Ledger Enquiry option. Select the order reference in the usual manner and the HISTORY option will be available along with the usual DETAILS and FILES options.

Selecting the HISTORY option lists the records in the linked database with the matching order reference.

If configured, you can view a full-screen enquiry option against any of the listed records showing further detail on the entry.

Installation

Changes are required to the Location of Files and the Ledger Enquiry Manager to configure the History enquiry option.

Location of Files

The third screen of the Location of Files setting now asks for the Desktop History database pathname for both the Sales and Purchase Order enquiries (separate files) in addition to the usual header and detail database pathnames.

Ledger Enquiry Manager

Within the ‘Enquiries Configuration’ option select the Sales or Purchase Order Processing application as necessary, then select the ‘Transaction / Detail Enquiries’ menu option to configure the enquiry link.

The first parameter screen asks you to set the authority level for access to the order details and the new History option. Set the authority level as required from 0-9, where 0 is the highest authority and 9 is the lowest. Leave the authority level blank to disable this option.

Once the authority levels are set the system lists the detail enquiry options that are available.

Select ‘Transaction / Details’ to configure the existing order detail enquiry options, select ‘Order History’ to configure the new history enquiry options.

You are asked to define the link to the history database from the order header file. The link can either be on a pointer-chain basis or just rely on the link to the order reference field on the history database.

Header file item for first pointer (optional) – if required, reference the data item on the Order Header database that holds the FIRST-POINTER field to the history database. If requiring details to be listed in LIFO order (when using a pointer chain) then you would reference the LAST-POINTER field here.

History file item for header code (mandatory) – reference the data item number on the linked History database that holds the order reference. If not referencing a pointer chain this item should be a secondary index to improve speeds on a large history database.

History file item for next detail (optional) – if required, reference the data item on the History file that holds the NEXT-POINTER field.If requiring details to be listed in LIFO order then you would reference the PREV-POINTER field here.

The next step is to define whether the enquiry records are listed in LIFO order and the items to be listed.

LIFO Sequence – set, if not using pointer chain to history file, and you require the details to be listed in Last-In-First-Out sequence.If using a pointer chain and wish the details to be listed in LIFO follow the guidelines above in the link parameters.

Items to List – up to eight data items can be listed from the history database, select as required. <F4-Select> is available.

The final stage allows for the configuration of a full-screen enquiry display against the history database record.

Use a Full Screen Layout for "Order History” Enquiry – set to allow definition of enquiry screen, leave blank if not required.

You design the screen as per the standard design parameters.

To add text to the screen, you use the mouse or arrow keys to position the cursor at the start of where you wish to enter your text, and type in the required label(s). To clear any text, use the space bar.

To add a data itemto the screen, you use the mouse or arrow keys to position the cursor at the start of where you wish the item to display and then either ‘right-click’ with the mouse or press <F4-Select>.The list of available data items are displayed for you to select. To delete a data item from the screen, use the mouse to click the item and then hit the <DELETE> key.

To draw bordersaround the screen choose the option ‘Border’ on the Tools pull-down at the top of the screen.

To draw a line on the screen select the option ‘Line Mode’ on the Tools pull-down, and then use the mouse to click the start position of the line, and then drag the line (horizontally or vertically) to the end position of the line. To delete a line use the mouse to select the line, (it will turn blue when selected), and then hit the <DELETE> key. Once the line(s) has been drawn, to switch back to text mode, use the option on the Tools pull-down.

Once complete choose the File pull-down option ‘Save & Exit’. When you save this history screen you will be returned to the enquiry menu.