Stock Enquiry - History / Detail Database Options

Datafile Software Solutions

Stock Enquiry - History / Detail Database Options

The Sales and Purchase Account enquiry options allow the facility to enquire on two linked databases; this facility has now been extended to the Stock enquiry. As with the account link this allows you to drill-down to two additional databases where the stock code is recorded – this could include the assembly/component files, the order details of another company that share the same stock file, the discount matrix files or a file of your own design.

The standard facilities available in the History enquiry options within the Accounts enquiries are available within the Stock Enquiry – filter options, analysis database links and full screen enquiry views.

Here the Stock Enquiry screen shows that the History and Detail options have been configured as Comps (Components) and Summary.Selecting Comps shows a one level enquiry screen displaying the components used in building this item if it’s an assembly (note this configuration would only be applicable if the stock code was the assembly code or the component file contained the assembly stock code as an item otherwise you’d link first to the assembly file and then the components).

As with other enquiries you can scroll up/down list of entries and selecting VIEW displays a full-screen enquiry based on the current record.

The second SUMMARY option uses the Detail database to display a summary of sales for that stock item – this demonstrates linking to your own (in this case a Profiler maintained) database.

This enquiry shows the filter options that can be defined together with the options for linking to an analysis database off this application.

Installation

Location of Files

The primary history and detail databases for the Stock enquiry need to be added to the Location of Files. Select Installationfrom the main menu, lock out the system and then select Application Manager and Location of Files. Select to update the Live files and leave blank the prompt for global changes to filenames and then move to the second screen of database parameters.

Enter the pathnames for the Stock History and/or Detail databases as required. Note that the stock code must be a secondary index within the nominated databases.

Ledger Enquiry Manager

To configure the display settings for the Stock History/Detail databases you need to update the enquiry configuration within the Ledger Enquiry Manager. To update the display select Installation from the main menu followed by Ledger Enquiry Manager and then Enquiries Configuration, select the Stockapplication before selecting Transaction / Detail Enquiries.

To enable the link you need to set an authority level against the History/Details actions. As usual authority levels can be set from 0-9 where 0 is the highest authority and 9 is the lowest – set as required.

Once the authority levels are set click the NEXT button twice to move to the next stage of the configuration. The system then lists the ‘transaction’ enquiry options available to configure for the Stock Ledger Enquiry – select the Stock History orStock Desktop Detail database as required.

Short Button Text for this Link – enter a short title for the text to be displayed on the menu button for the history/detail database.

Full Description Text for this Link – enter a more descriptive title to be display on the Action button or when the mouse is placed over the button for the history/detail database.

Master File Item for First Pointer – where the history/detail database maintains a pointer relationship between the stock file and the history file you can reference the first pointer here.Usually this is left blank and link is maintained via matching ‘stock code’ item on the history / detail database.

Detail File Item for Master Code – reference the item on the history/detail file that holds the stock code. Note this item must be a secondary index if not using a pointer chain between the stock and the history/detail file.

Detail File Item for Next Detail – if using the pointer chain connection method then select the item on the history/detail database that records the next pointer.

Detail File 1^st/2^ndDatafile Link Item – if the history/detail database contains data which references (another) stock code, or a sales or purchase order you can reference this item here. This allows the option to link to a stock, sales or purchase order enquiry from the history/detail database record.

Detail File 1^st/2^ndDatafile Application – if link item set then reference the enquiry to be linked to.

LIFO Sequence – only applicable where not linking on a pointer chain set this option if the history/detail records are to be listed in LIFO sequence.

List Items – up to eight items can be selected from the history/detail database for display in the record list. <F4-Select> is available if required.

Filter Item – nominate, if required, up to three of the list items that can be used as filters when displaying history/detail records in the enquiry. If you select a text data item then the filter allows an ‘equals’ search when listing records, if you select a numeric or date item then the system allows entry of a range of values to be matched.

Autofit Width – select to compress the display items from the History/Detail records listed (largest item compressed) so that the horizontal scroll bar is not activated.

Focus on Grid – if filter items set then the system by default allows you to enter filter items prior to displaying records. Setting this option lists all records and allows entry of filter after display.

Use a Full Screen Layout for Stock History/Detail File Enquiry– select if you wish to enable the use of the VIEW button to display a full screen enquiry for the history/detail record.

On initial configuration the enquiry screen will be blank. 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 item to 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 borders around 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’.

Link Detail File to Analysis File– select if the History/Detail database is a ‘master’ file that can link to another ‘analysis’ database. This option is only applicable where the History/Detail database is prime-indexed and the analysis database contains a secondary index containing the history/detail prime-index value. For example if the History/Detail file is the Assembly file then you can link to the Components file as the Assembly Code links the two databases.

Pathname of Analysis File – enter the database pathname for the analysis file.

Detail File Item for Analysis Lookup – reference the prime-index item on the history/detail database.

Analysis File Item for Lookup – reference the item on the analysis file that holds the value from the prime-index of the history / detail file. Note that this item must be a secondary index.

Display Analysis Items on Separate Grid – if not set then the history/detail record list is split in half.The left hand side displays the history/detail records and the right hand side shows the linked analysis records.As you scroll up/down the list the detail records on the right are refreshed based on the current highlighted record. When set the system displays the analysis records via an ANALYSIS button on the history/details grid.

LIFO Sequence – set whether Analysis records are to be listed in LIFO sequence.

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

Autofit width – set to compress the display items from the Analysis file (largest item compressed) so that the horizontal scroll bar is not activated.

Use a Full Screen Layout for Stock Desktop History/Detail File (Analysis) Enquiry - select if you wish to enable the use of the VIEW button to display a full screen enquiry for the analysis record, if set then a screen design template is displayed for configuration (see screen design notes above).