Media Share 9

home *** CD-ROM | disk | FTP | other *** search

/ Media Share 9 / MEDIASHARE_09.ISO / dbase / bbdo23.zip / DOALL.DOC < prev next >

Wrap

Text File | 1993-05-23 | 86KB | 1,899 lines

May 23, 1993 ================================================================= DOALL ================================================================= COPYRIGHT (C) 1992-93 B&B Systems B&B SYSTEMS 627 Madison P.O. Box 171 Waukesha, Wisconsin 53187 Voice:414-544-5988 (9:00am-5:00pm CDT) Data 414-548-9034 (24hrs) Data line is P.C. Manager, B&B system's Bulletin Board for Files+Tips+Support+On-Line Ordering Compuserve:70265,410 User's Guide Most questions can be answered by reading this User's Guide COPYRIGHT 1986-92 B&B Systems B&B SYSTEMS 627 Madison P.O. Box 171 Waukesha, Wisconsin 53187 Voice:414-544-5988 (9:00am-5:00pm CDT) Data 414-548-9034 (24hrs) Data line is P.C. Manager, B&B system's Bulletin Board for Files+Tips+Support+On-Line Ordering Compuserve:70265,410 Satisfied users include: McDonald's, Teledyne Inc., Dresser Industries, Inc. B&B DOALL User's Guide 2 *------------------- What is DOALL ??? -------------------------* | | | The Front End for any Dbase/FoxPro/Alpha4/Compatible | | data base Manager - The only Data Base MANAGER | | you'll need | | | | * A DATA CONVERTER - Import from spreadsheets, Word | | Processors and data bases, (DO a Search/Replace | | to change data?) and Export to other data bases, | | spreadsheets or word processors. | | * Use the SAME engine for accessing all files (Minimizes | | learning time for DBASE/FOXPRO/FOXBASE compatible file) | | * Add/Edit records | | * Move records from one system by importing, | | finding Duplicates and automatically mark them for | | deletion, then move them back again by exporting. | | * Produce reports in any sort/for any records | | Do the same thing for labels. | | * Use DOALL just to move file data from one system to | | another using Import/Export. | | * Network Compatible version available | | * Use DOALL to easily change values in selected records, | | proper capitalization, replace one field with another, | | replace with blanks, etc. | | * Control printer functions for all printers | | * Modify/Change your data file structures | | * Add your own "help" files to validate your data | | * Complete sorting and record selection control with | | Flexi-Sort and Flexi-Select | | * Extensive and Flexible data entry control available | | for "add record" screens. Easy to "fill-in" repetitive | | data from a look-alike .REP data file. | | * Browse screen ready to go on ANY data file WITHOUT | | setup. Instant access to lookup files using existing | | .dbf files. | | * Use modem to automatically dial phone numbers | | * Insert US Postal Service barcodes on labels | | | *---------------------------------------------------------------* DO-ALL will give you comprehensive access to your Dbaseiii, Dbaseiv, FoxBase, FoxPro or compatible file WITHOUT HAVING TO WORRY ABOUT FORMATS, SETUPS, LEARNING A NEW SYSTEM EACH TIME YOU WANT TO USE A DATA FILE. (Note: FoxPro2.0 data files have unique MEMO fields). ==================== DISTRIBUTION POLICY ==================== DEMO versions of Systems produced by B&B Systems of Waukesha are commonly distributed through the 'Shareware' concept. SHAREWARE Software means that you can try software prior to purchasing it. It is based on the premise that 1) you should be B&B DOALL User's Guide 3 able to try software before you purchase it, 2) sharing of information is to be encouraged, and 3) those users who decide to use such software have an obligation to support the Shareware authors so that Shareware development can continue. Shareware versions of this software have limitations, usually number of records, and are distributed freely. We encourage others to distribute these demo versions. Should you decide to purchase, you can ONLY PURCHASE through B&B systems. Some companies will charge you for a disk copying service, but they are NOT ALLOWED TO SELL B&B SYSTEMS. They are basically a "disk copying service". Files and programs on this disk should not be modified, nor sold as part of some other software package. If you decide to use this software, please register. It is the only way QUALITY software will continue to be available. ============================================== WE ENCOURAGE YOU TO DISTRIBUTE SHAREWARE DEMOS ============================================== Although B&B Systems encourages you to copy and distribute limited edition Demo versions, this is not public domain software. This program is copyrighted. Also, should you decide to register your system, remember that sharing registered copies with others is not just illegal, but registrations from all users will help ensure that YOUR system continues to IMPROVE and GROW. INSTALLATION ============ If you haven't made a BACKUP copy recently, do it now. 1) If you don't already have one, Make a "DOALL" directory: At C:\>, enter MD DOALL, then CD\DOALL 2) Copy BBDO??.EXE to the DOALL directory, C:\DOALL>COPY A:*.* 3) Enter BBDO??, and the individual files will be extracted. (Instead of ?? use the version number of the file. Look at the file name by entering DIR A: and you'll see that the digits after BBDO is the version #). 4) See Memory Issues section. For networks, you may need to assign "read only" attributes to the "executable" type files. 5) Startup Syntax: DOALL <name of .DBF file> To start your system, enter DOALL to answer set-up questions, and get to main menu. Or, you can start your system to automatically use a file by entering DOALL <dbffilename>. (dbffilename) is the file name of any Dbase/FoxPro/Alpha Four file. Any errors will create a file called error.txt. This file can be used by B&B Systems to resolve problems. CAUTION-1: if you commonly access multiple .DBF files that start with the same 1st 4 characters, rename some of your .DBF files. The reason is that many DOALL support files are created named: ????.MEM and if you have two files called, say, MASTER1.DBF and MASTER2.DBF, the sort file MASTSORT.MEM file will be used as the B&B DOALL User's Guide 4 sort definitions for BOTH files. CAUTION-2: You will get an error at startup if you try opening a .dbf file with a name beginning with a number. Just rename the desired file with at least one character at the beginning. NETWORK ======= Remember, depending on your network configuration, you may need to use DOS's "assign" command to assign the read-only attribute to any "executable" type files on your server. These are .EXE, FOXPRO.ESO, FOXPRO.ESL, .COM, .FXP and .SPX files. Also, if you intend to use the F2 Lookup file features and you DO NOT Intend to Edit the lookup file often, you can assign read only attributes to the <lookupfile>.dbf and .cdx files to speed up access to these files. MEMORY ISSUES ============= 1. Extended Memory CANNOT BE USED by FoxPro. Make as much Expanded Memory available as possible. To make Extended Memory act like Expanded, use a memory manager that provides the standard LIM4.0 interface. If you have an older memory manager prior to LIM4.0, and your system behaves strangely, add EMS64=OFF to your config.fp file to avoiding using the first 64K of expanded. (If you have enough expanded memory, a 386 or greater machine, and would like more performance, get the Extended version from B&B systems.) 2. If using QEMM, 386MAX, or DOS5.0's EMM386, make sure these managers define memory as Expanded. (ie. if using DOS5.0's DEVICE=EMM386.EXE in your config.sys, don't included NOEMS which avoids Expanded Memory, but instead include the number of kilobytes of Expanded Memory, such as DEVICE=EMM386.EXE RAM 3072). REQUIRED FOXPRO FILES ===================== You need the FoxPro runtime files in order to run your system. These files are called FOXPRO.ESO and FOXPRO.ESL. For Full use of Expanded Memory (386 machines and greater), replace these two files with FOXPROX.ESL. These "runtime" files are free and available on B&B's Bulletin Board (see data number above if you have a modem and would like to download these files). You need these files in order for your system to execute properly. YOU SHOULD ALSO HAVE A MINIMUM OF 2M of RAM, and at least 2 Megabytes of hard drive storage. .PRG files compiled with FoxPro2 have an .FXP extension. Since FoxPro is the "base" for B&B Systems, when FoxPro supplies versions for Unix and Windows, B&B will also support these B&B DOALL User's Guide 5 additional platforms, allowing portability between operating systems. IF YOU HAVE FOXPRO ================== If you have FoxPro, you can operate your B&B System several different ways, depending on whether you wish to take advantage of some FoxPro features, not available in the standalone B&B System. Options: 1. Standalone - Start your B&B System normally, such as "CNG", "DOALL <filename>", or whatever system you have. Your system will operate normally using the FoxPro runtime files:FOXR.EXE, FOXPROL.ESO, FOXPROL.ESL. 2. Run Within FoxPro - Start your system within FoxPro (2.0) by issuing FOXPRO DO CNG or FOXPRO DO DOALL <filename>, etc. (Note: substitute FOXPROL if you have the LAN/Network version). If you are familiar with FoxPro, this will allow you to use some of the other FoxPro tools such as SQL reports. And for some B&B systems, such as DOALL, some of the features which ask that you compile a .PRG file (to make an .FXP file) are no longer applicable, because having FoxPro, your .PRGs will be compiled for you. An example of this process is when you are using your "PATIENT" data base file in DOALL, and add you first record. A window will inform you that you need to compile the newly created "PATIENT.PRG" file in order to use the extra features such as data validation or file lookups (see sample.prg for an example). Well, you can edit this .prg file to add those features, similar to the sample.prg file, and FoxPro will compile it for you. DEMO ==== If you are using a DEMO version, you will see a registration reminder whenever leaving your system. FEEL FREE TO DISTRIBUTE COPIES OF THIS DEMO. The Demo is only good for a limited period of time. You have 90 days upon first installing this system determine if it will do the job for you. CREATING A NEW FILE =================== If you enter DOALL <filename> and <filename> is a non-existent file, you will have the option of creating that file. Remember that when you create a file you will be defining each field within that file by assigning a name, type (character, numeric, date, memo, logical) and length. Commonly you should use "character" type fields, even if the fields commonly contain numbers such as zip codes. You normally would use numeric type B&B DOALL User's Guide 6 fields for fields that may require "totalling". Date type fields provides the proper format for dates (When SET CENTURY=OFF in the config.fp file, the year is shown as "93" not "1993"). Memo type fields allow unlimited text to be stored in them and they can be edited by pressing CTRL-PgDn when the cursor is on that field. Logical fields allow only True/False or Yes/No entries (T/F, Y/N). When you create new data base files, a .DBF is created, as well as an index file .CDX, and an .FPT file if a MEMO field is used. (a .TBK file is a backup/prior version of an .FPT file). GENERAL ======= Your B&B system is mouse compatible. And for procedures such as creating reports, a mouse is the recommended way to move data in your report layout. If you are unsure of HOW to make your reports, or labels you can access a FoxPro 2.0 manual for complete instructions. To help in navigating through this system, remember these simple rules: A mouse is helpful to pick options, such as menu options. Use the <ALT> key, then cursor, to pick menu options from the top menu. <TAB> is useful to go from option to option. If you get stuck, <CTRL-W> commonly SAVES work, and <CTRL>-Q ABANDONS work, <ESC> will exit also, and commonly saves work. As an example, let's start by selecting the Browse/Edit option from the main menu. Normally, you will just <Enter> twice to select the default for the next two options, SORT* and SELECT**. But, there will be times when you will want a particular sort, say last name, or to select particular records, such as last name='SMITH'. Just use the cursor keys to pick the SORT and SELECTION you want. FLEXI-SORT ========== You will see are each of the fields from your data base (default), and are combined into one SORT file with the same name as your data base file, but with a .CDX extension. You can add more Sort definitions by using the <INS>ert key. All of the sort definitions are maintained in the .CDX file and are kept current when you add records. Example: selecting three fields STATE+ZIP+LASTNAME will produce a sort Last Name sorted WITHIN Zip Code sorted WITHIN State - Major to Minor Sort order. When you first use your system, you'll notice that there will be a default sort set up for EACH FIELD. In other words, if you have a field called COMPANY, you will automatically be able to select the COMPANY sort WITHOUT having define it or wait to have an index prepared. Note that these FoxPro, ready made compound indexes (.CDX), do B&B DOALL User's Guide 7 not consider CAPITALIZATION. The AA's and BB's will be together in one group and the aa's and bb's will be in a separate group. Whenever you define a new sort, the fields are automatically surrounded by UPPER(<fieldname>). UPPER simply converts values to uppercase, so that all A's are together and all B's together. FLEXI-SELECT ============ The "SELECT ALL RECORDS" is always the #1 selection. You can add <INS>, delete, <DEL>, or <E>dit your selections. Flexi-Select allows you to see specific records in your Browse Screens, or Reports, or Labels. When adding a Flexi-Select option you will be asked to select a FIELD (If you just want to see certain last names, you'd select LASTNAME). After you've selected the field, you'll select an OPERATOR. An example of an operator is: 'equal to' or 'greater than'. Next, you will be asked to enter a value to be tested for (eg. Last Name='SMITH'). Finally, you will select QUIT, or select a CONNECTOR to link additional selections, like below: Examples: Last Name='SMITH' Last Name='SMITH' .OR. Last Name='JONE' Last Name='SMITH' .AND. Zip<>'666', etc. Note that B&B will automatically insert the word "UPPER()" around your sort definitions. This allows you to see all records whether they are entered into your data file as SMITH or Smith. You can eliminate UPPER() if you need to by using the <E> to edit. The <E>dit feature in Flexi-Select allows you to be more precise in the selection of your records. The reason for this is that the use of parentheses allows better Boolean logic. B&B will not automatically insert these parentheses because it really can't determine the placement of parentheses in a multitude of .AND. or .OR. statements. For example, the following two expressions will select different records simply because of careful placement of parentheses. This is BOOLEAN logic and it basically goes like this: Line #1 (below) will select all records having a Last name equaling 'SMITH' and not having a zip code starting with '666'. After that test has BEEN MET, other records whose Last name may NOT be 'SMITH' will be selected as long as the zip is not equal to '555'. Line #2 will select just the records having a Last name equaling 'SMITH', and once that test has BEEN MET, THAT record cannot have a zip code of '555' or '666'. Last Name='SMITH' .AND. Zip<>'666' .OR. Zip<>'555' Last Name='SMITH' .AND. (Zip<>'666' .OR. Zip<>'555') Once in the Browse screen, you will see options at the top of the screen. One of them is "Browse". Highlighting and <Entering> on B&B DOALL User's Guide 8 this option will give you an ability to add, and mark records for deletion. FIND RECORDS ------------ Other options are "Find Records" which will allow you to search for a record based on a value in any field. In addition to searching for values in any field, you can look for addresses that BEGIN with "123" OR have "123" ANYWHERE in the address field. SEARCH/REPLACE -------------- Another option, "Search and Replace", is very powerful. It should only be used after making sure you have a backup file, and you have used Flexi-Select to pick the appropriate records first. After selecting this option, you can say, replace all Last Names with 1)BLANKS by entering 1's in the replace value, with 2)"SMITH" by entering "SMITH" in the replace value, or 3)Proper capitalization by entering the word "PROPER" in the replace value, or a 4)VALUE FROM ANOTHER FIELD by selecting the other field for the replace value. In regards to #4 above, you can replace one type of field (Character) with the value in another type of field (Numeric), but be cautious. Make a backup copy first. Not all values are replaced accurately, especially if some character fields contain both numeric and non-numeric characters. TIP: Remember that prior to entering the Browse screen you will select a SORT. If you are "replacing" values in THE SAME FIELD AS THE SORT FIELD, you will get unpredictable results. Use a different sort if this is the case. For example if you wanted to replace all of the EMPTY Company names with ACME, the first empty record will become ACME, and it will suddenly be at the bottom of the file (and finished with replacing) because it is sorted by Company name. If you are in your file and would like to be able to access a "popup" or "lookup" file of say Zip Codes when you are in the ZIP field, OR valid codes when you are in your field called CODE, just press F2. If a file called ZIP.DBF or CODE.DBF exists, it will "popup" for you to access. (Note: if you don't have any popup data files, you can create your own by entering DOALL ZIP, or DOALL CODE. You will then have the option of creating these files. You could then import an ASCII or Lotus file to fill the records.) KEEP SAME FIELD NAMES IN LOOKUP ------------------------------- When creating a Lookup file remember to create the new file using the same field names (and lengths) as your master file. If your master file has ZIP-10, STATE-2 (or 10 for international purposes) and CITY-20, then create the same fields in your lookup file. The reason for doing this is when accessing your lookup B&B DOALL User's Guide 9 file and finding the appropriate record, when hitting <Enter>, values in the lookup file ZIP field will be copied to the ZIP field in the master file, and CITY, and STATE, etc. TIP:B&B Systems makes available the latest Zip Code data for the USA, or in separate zip files for each state. If you have a modem, you can download these files free from B&B System's bulletin board, P.C. Manager. To import these files into the Zip.dbf file. Simply select Import when in the lookup process <F2> on the zip field. Select the file type (our zip files are provided in Dbase/FoxPro format) and enter the name of the file to be imported, such as ZIPIL.DBF. Note: for zip files, they commonly contain 10 characters for the ZIP code, 2 characters for the STATE code, 20 characters for the CITY, and 25 characters for the COUNTY. If your master file has fields with these same names, and if you used the lookup <F2> function in the zip field, while in the add mode, your B&B system will "fill-in" the zip, city and state names after you <Enter>. Some companies use a 10 character state field to accommodate international names (ie. CANADA). Since the zip, city and state data can be filled in automatically, a couple of suggestions: Keep the field names (ZIP/CITY/STATE) the same in both the zip and master files. Also, try to keep the field lengths the same in both. Conversely, if an unrelated field called, say "description", occurs in both files, when you press <Enter> the data in the description field from the lookup file will overwrite the description data in the main file. If you need to change the structure of your zip.dbf or master.dbf (change State to a length of 10?), you can use DOALL's File Maintenance to change field names, field lengths. <F1> - HELP FILE ================ <F1> will access the helpfile.dbf and is modifiable by the user for customization. LOOKUP files ------------ In either ADD or EDIT modes, when your cursor is on a field, you can press <F2> to access a lookup .dbf file. The lookup file must have the same name as the field name. If you press <F2> on the zip field, a search will begin for a zip.dbf file. If the lookup file does not exist, a message will tell you. You can create new .dbf files to support lookup tables on each and every field. If the lookup file is found, it will be displayed for your review, or by using <Enter>, to transfer the displayed data to the field being edited. (NOTE: this data transfer occurs only if you are in the Browse mode, unless you are working in the add mode and you've ALREADY created a <dbffilename>.PRG file and compiled it using "FOXPROL" to create an .FXP file). The .PRG will be automatically created the first time you try adding, and B&B DOALL User's Guide 10 you can modify it, or compile it as is. If you do not compile it, a simple add screen, without special functions will be used. If your main data file has a ZIP, CITY and STATE field, and the lookup file has the SAME field names, when selecting <Enter>, information from all of the fields in the "Lookup" file will be transferred to the main data file - a quick way to fill in STATE, CITY and ZIP by looking up just the zip code. When the lookup file is displayed, you will see that some additional options are available. To maintain data integrity you will see that the DEFAULT mode does not allow editing of the lookup values, but you can switch to edit mode. You can also search for values, in either the first field, or second field (if available). You can also perform import/export functions (for example, to add another state's zip codes file to the existing zip lookup file. You can also Pack (remove records marked as deleted, or list all of the records to your printer. Function keys allow searches on the first or second fields. If you want to find the zip code 54333, enter "5" and you will see the first record with a "5". Enter a "4" and you will see the first "54" record. This process can continue until a NO FIND occurs, in which case, the process starts over again. Note: with the Zip file, if you enter a #, the file will be displayed in numerical order. If you enter an alpha character (A-Z) to find the city, the file will be displayed in CITY order. If there are more fields in that file than will fit in the width of the screen, you can use the arrows or tab key to see more fields. DUPLICATE CHECK - Prior to ADDING RECORDS _________________________________________ After selecting the ADD option from the menu, you will be asked to enter a value for one of the fields for the record you are adding. The default is the first field, but you can change it by selecting "Setup" from the menu (<ESC> when asked to select a field in setup will cancel any duplicate checking). This is a way of checking for duplicates prior to adding records. If similar records are found, they will be displayed in a browse box at the bottom of the screen. You can edit the duplicate records, or <ESC> to continue adding. .PRG (FORMAT) file & ADDING RECORDS ___________________________________ The first time you select EASY ADD, a <dbffilename>.PRG file will be created for you automatically. This file is modifiable by you. You can place information or directions in this file, and also change the order of data fields. NOTE: if you are working on a normal monitor with 25 lines of text (vs. enhanced mode with up to 43 or 50 lines per screen - See Setup), don't modify your <data file name>.PRG to display something on row, say 60. To display information, edit the .PRG file through the Setup menu option. When you see the .PRG file, you'll see that information is displayed in the ADD screen by using the commands "@ <row>, <column> SAY <text>". Data Entry boxes are displayed with the B&B DOALL User's Guide 11 "@ <row>, <column> GET <m.fieldname>" command. That's it. Those two commands are all you need. But, there is an important extra feature that you can use if you would like to control data entry. After any GET command, you can use a special command called "VALID <command>" to check the data being entered. You can use simple validation checks such as: VALID(m.ZIP>'55555'.AND.m.ZIP<'66666'). OR, the control can access another data file for "lookup checks". For example, the following two lines: @ 1,1 SAY 'Enter ZIP:' @ 1,12 GET m.ZIP VALID filefind('ZIP',.t.,.f.) does several things. It would display Enter ZIP: at row #1 and column #1. It would also display a data entry box for the ZIP field (the preface, m. is required) at row #1 and column #12. Notice that there are three values within the parentheses after the VALID filefind command. They do the following: 'ZIP' says that if you have a data base file called ZIP.DBF, open the file. The first .t. (a true value) and determines whether to "SHOWLIST IF EXACT MATCH FOUND". If this is true, and data has been entered that exactly matches one of the values in the zip.dbf data file, then the file will "popup" anyway. If the "SHOWLIST IF EXACT MATCH FOUND" value is .f. (false), then if you say, enter a valid zip code, then the file will not pop-up. The second .f. is a SEARCH IF EMPTY indicator. If nothing - blank is entered into a field, it will not check for a valid value. If you want the pop-up to appear, forcing a selection from the pop-up file, use .t. (true). .PRG file & Repeating Data __________________________ When adding records, you can have specific data repeatedly "fill- in" data into your file. How? Create a <dbffilename>.REP file (see Setup Menu) which is a one record file with the same structure as your regular file, and you will be asked to fill in the data you desire to have automatically "filled-in" every time you add a record. The system will search for this file, if available, any values in the .REP file will be moved to the add screen. (Handy for repetitive STATE, AREA CODE, CITY, etc. .PRG file and ADD Dates _______________________ In some applications, it is handy to have the "date a record was added", for example, I now want to print labels for records I entered in DECEMBER, 1992. B&B DOALL will automatically enter an "Add Date" in your newly added record if you have an "ADDDATE" DATE field. If you would like to add an ADDDATE field, select MODIFY STRUCTURE from file maintenance, and go to the bottom of the field list. Add "ADDDATE", Type=DATE. Anytime you add records, the current date will be entered. When you want to print labels, or a report containing just records added in DECEMBER, 1992, Use FLEXI-SELECT to add a selection "ADDDATE=' / / '". Don't worry about adding a date yet B&B DOALL User's Guide 12 because you will need to <E>dit this selection. <E> to edit, and put "MONTH(" in front of ADDDATE, and ")=12" after it. If you also want just 1992 records, edit this line to look like: "MONTH(ADDDATE)=12 .AND. YEAR(ADDDATE)=1992" HOW DO I USE THIS <dbffilename>.PRG FILE??? ___________________________________________ BUT, before your system can use this format file, it needs to be compiled (changed to a .FXP file). If you have FoxPro you can do it yourself by starting FoxPro and selecting the COMPILE option under PROGRAM in the top menu. Or, you can have B&B Systems compile it for you. Send it to us on our BBS. There is a small fee, and you can download it within 48 hours. CUSTOMIZATION ============= B&B Systems are specialists in data base systems. We offer customization services. You can add some customization yourself. If there is a special option that you would like to add, B&B DOALL automatically searches for any file called CUSTOM.FXP every time DOALL is run. (an .FXP file is simply a .PRG program file that is compiled with FoxPro by running FOXPROL and selecting "Program", "Compile"). A sample custom.prg and custom.fxp file is supplied. Look at the custom.prg file and you'll see that it shows how you can sense when a specific key is pressed and call another program. The sample custom.prg file includes the sample ON KEY LABEL CTRL+F2. As long as the file custom.fxp is on the DOALL directory, you'll notice that after you start DOALL and hit <Ctrl><F2>, the product file will appear for your reference. There is another example in custom.prg showing how you can call a file called BACKUP.FXP. Review the BACKUP.PRG to see how this file calls a .BAT file to backup files to a floppy disk upon using <F5>. You can accomplish your own customization with the line:ON KEY LABEL CTRL+Z DO MYJOB. Then, make an ASCII type file called MYJOB.PRG with your word processor containing the appropriate FoxPro commands to accomplish the task you desire. Then make a compiled file with FoxPro called MYJOB.FXP. Anytime you press the <Ctrl-Z> keys, whatever commands you put in MYJOB will be executed. Careful: avoid assigning custom jobs to key assignments that are used for some other purpose in DOALL. UPDATES ======= When updates become available, registered owners are eligible for upgrades at one half the original cost. And, because DOALL is based on FoxPro, When FoxPro versions for WINDOWS and UNIX appear, DOALL will also support these operating environments. LABELS & REPORTS ================ B&B DOALL User's Guide 13 Some Sample Label & Report files are provided with DOALL. You will NOT be able to use them AS-IS, unless the fields in your data base HAPPEN to be the same as those defined in the label, such as LastName, or Address. You can edit the .LBX (old dbase format=.LBL) and .FRX (old dbase format:.FRM) report form files from the main menu. Change the names of the fields to match your data base. If you don't know the names of the fields in your data base, select the Browse option from the Main menu, and the first screen you'll see is the sort desired. Make believe you are adding a sort, and press the <INS>ert key. You will see a box containing all of the field names. Make a note of them and <ESC>. Then select LABELS or REPORTS and EDIT the .LBX/.FRX file by changing the pre-defined field names. When you are editing Labels or Reports, you will see a TOP MENU prompt for either Labels or Reports. Within that menu you can select printing characteristics (STYLE) for specific parts. SQL REPORTS ----------- You need FoxPro to use the SQL or Query by Example Report feature. If you have FoxPro, instead of entering DOALL <filename>, enter FOXPRO DOALL <filename>. You will then have the capability of using the SQL Reporting feature. LETTERS ------- After selecting Letters in the main menu, you again will be prompted for your desired SORT and SELECTION of records. When see the "letters box" you can use your <TAB> and <Up/Down> arrows to select a letter. When you <TAB> to the print option, you'll notice that the last letter you selected is marked. That is the letter that will be printed for the records you selected, in the sort you selected. If you <Enter> will selecting your letter, or select the <edit Letter> option, you can use the built-in editor to make changes to your letter. To insert variable information into your letters, surround the variable name (such as Firstname) in double brackets - <<Firstname>>. If you also want to print the Lastname, and if the Firstname field is 20 characters long, then you'll want to avoid any trailing spaces when the actual name is BOB. To avoid the 17 spaces following "BOB", use the TRIM command and enter <<TRIM(Firstname)>> <<Lastname>> into your letter. ADDLTR ------ You can also have other letters "automatically" inserted into your letter, and thus can "nest letters". You accomplish this by using a function called <<addltr('ltrname')>>. As an example, if you always want your letters to end a certain way, make either a DOS file called FORM.LTR, OR just add a letter to your letter B&B DOALL User's Guide 14 list and give it a name of FORM.LTR. Once you have made this letter, insert <<addltr('FORM.LTR')>> in your main letter. Then, when printing your main letter, and <<addltr('FORM.LTR')>> is encountered, the text from FORM.LTR will be inserted into your main.ltr (You can even use the <<addltr()>> function in the FORM.LTR to nest your letters further. ALLCODES -------- You can take this process one step further, and insert letter text automatically into your letters based on "values that are in your data base file". For example, let's say you want to print letters to prospective customers, but these letters should only pertain to specific needs or interests of these customers (or prospective customers). You need two things to produce these letters. Number one, you need to have fields in your data file called AINTEREST, BINTEREST ... ZINTEREST. Number two, insert <<'ALLCODES'>> into your letter. This is what will happen when printing a letter containing <<'ALLCODES'>>: When the letter is being printed for a record that has "PENCILS" in the AINTEREST field, and "ERASERS" in the BINTEREST field, the LTRS.DBF file will be searched for a record with "PENCILS" in the name. If not found, the current Operating System directory will be searched for a file called "PENCILS". Any text from "PENCILS" (then "ERASERS") will be inserted into your letters. Thus, your letters will contain text addressing specific customer interests. SALES REPS - REP.DBF -------------------- A sample REP.DBF file is provided with your system. This file is intended to contain information on all of your sales personnel: Codes (usually initials), names, phone numbers, etc. It can be used as an <F2> Lookup file if you have a field called REP in your main data file. But it can also be accessed to insert personalized endings into your letters. When you print letters this REP file must be "open" and "related" to your main data file. This is accomplished in the custom.prg file. Refer to the section in custom.prg where the REP file is opened and the "SET RELATION" command is issued. NOTE: If there are asterisks at the beginning of these command lines, eliminate them (keep the asteisks in the comment lines). Then you will need to compile custom.prg to make a new custom.fxp FoxPro file. You need FoxPro2.0 and issue the "compile custom.prg" command. Here's how it works: If you have a value of "BBB" in the rep field of your main data file, when you put <<REP->repphone>> into B&B DOALL User's Guide 15 your letter, the REP file will be searched for "BBB", and whatever value is in REP->repphone will be inserted into your letter. MULTIPLE LABELS - for ONE RECORD -------------------------------- If you select "Labels" from the menu, you can print multiple labels for one record. For example, if your data file contained records of garments (price, style, size), and you wanted to print 200 price tags for record # 10 (Button Down Shirt), Use FLEXI- SELECT to select STYLE='Button Down', and then produce labels. You can create any type of label format, in any number across to make multi-part price tags, company labels, whatever. PRINTING TIPS ============= CONTROLLING PRINTER - LABELS FROM DISK FILE --------------------- When you have selected to send labels or a report to a disk file, you can control how the data appears by controlling the printer. For example, with H/P laser printers, you can manipulate the printer to control labels output: 1. Press the ON-LINE button to take Laser Printer OFF-LINE 2. If you want to print 12 characters per inch instead of 10 (commonly needed when trying to printing and fit 3-across labels on 8-1/2" x 11" stock). Press menu button to get to font #, use the +/- buttons to change font # to 2. Press Reset button to make the asterisk appear on right (default). 3. Press menu button again, until you get to Lines Per Page, press "+" button to increase to 63 lines per pages, and press reset button again. Keep pressing menu button, Until READY appears. Put back ON-LINE. To change back to original status, do above using "+", "-" keys to bring font to "0" and lines per page to "60". EXTRA SHEETS EJECT ------------------ On some printers, when printing reports, labels, or letters and also define a top margin greater than 0, blank lines may be fed to your printer for the next sheet. You can avoid this by inserting extra lines at the top when initially defining your letters or labels. PRINTING BARCODES ON LABELS =========================== 1) For Laser Printers, make sure you selected Laser during installation. B&B DOALL's Bar Codes have been U.S.Postal Service certified when using a Hewlett-Packard compatible Laser Jet. The barcodes require that your printer utilize the PCL Language and associated ESCAPE code sequences. B&B DOALL User's Guide 16 BUT, since printer models are constantly changing (even Hewlett Packard), you should print a sample of the barcode with your printer and submit the sample to a major Post Office in your area. They can confirm that the bar code is acceptable. DO THIS PRIOR TO PRINTING HUNDREDS OF BARCODES THAT MAY NOT BE ACCEPTABLE. B&B SYSTEMS ARE NOT RESPONSIBLE FOR ANY EXPENSES INCURRED IF YOU DECIDE TO RISK NOT HAVING YOUR BARCODES VERIFIED. Also, barcode location on mailing pieces are critical, please see the U.S. Postal Service for information on placement. TO PRINT BARCODES: 2) Edit a Label Form and enter: BARCODE(#) on one of the lines desired. The line where BARCODE(#) is entered determines vertical placement. Horizontal placement is determined by the # within parentheses. # is the number of inches (in tenths) to indent from the left. For Example: barcode(30) on the fifth line will print 5 lines down, and will print the barcode 3 inches from the left (30/10). 3) Zip Codes NEED TO BE 9 DIGIT ZIP CODES. That is what is the barcode is, graphic representation of the 9 digits. PHONE DIALING W/MODEM --------------------- If you have a modem, and would like to have your B&B system dial phone numbers for you, here is how you set it up: Connect a modem to the phone line you will be using. Have a telephone available on that same line (You can connect a phone to the "PHONE" jack on the back of most modems). Pressing <F4> in the Browse screen will search for all fields that have the word "PHONE" in them, and will display all those fields containing data (This way you can have HOMEPHONE and BUSPHONE fields). <F2> to Setup your modem parameters (COM port, local area code, etc.) Select one of the numbers to start dialing, and you'll hear the modem dial. Pressing a key will start a timer and let you converse over the phone. If you have a "MEMO" type field in your data base, you will also be prompted for a TOPIC of the call by pressing another key. If you enter a topic, your B&B system will insert the topic, date and times for you. If you don't enter a topic, you will be presented with the MEMO editor. You can hang up the phone at any time. NOTE: If you want to dial multiple numbers at one time, see the file custom.prg. In it, move asterisks to change the command ON KEY LABEL F4 DO PHONE WITH 'ONE', to WITH 'ALL'. Then compile this file to make a new .FXP file. This will allow you to skip through all of the records, or those you've selected in Flexi- SELECT, and display the phone numbers one by one when you enter <F4>. B&B DOALL User's Guide 17 DUPLICATE CHECKING ------------------ B&B Systems offers both SOUNDEX (sound-a-like) and EXACT testing of records in your file. Exact matching will NOT uncover differences in spelling. If you have two records, one with a last name of SCHULTZ, and one with SHULTS (with matching first names and city names) exact matching will not identify them as duplicates, although they may be. Once you've selected the type of matching you prefer, the next step is to select WHICH FIELDS of data are compared. Normally, you would select first, last and company names. But you can be more specific based on your needs. For example, if you do not allow two records with the same address, you can select the address field. <INS> to add a selection of fields to be used for duplicate checking. You can also opt for your B&B System to automatically mark all duplicate records for deletion. But it is suggested that you print a report of the duplicates BEFORE opting to delete them automatically. Check the report first for accuracy and then re-run the process with the automatic deletion feature turned-on. If there are several records you prefer NOT to delete, note their record numbers on the report, process the automatic deletions, then go back and Recall them from deletion status individually in the Edit mode. You also have the option of assuming that the newest record is the "good" record, which reviews the file in reverse order (Last record=Good record). TIP: Normally, if you define lastname and firstname for your DUPLICATE fields, only the lastname and firstnames appear on your report. But you may want to include, say address, on the report without checking address for duplication. You can include extra information in your report by <E>diting your field selection. You will have an opportunity to change 3 items, the HEADING DEFINITION for the report (top line of the report), the PRINT DEFINITION (fields actually printed), and the DESCRIPTION (the fields you see on your screen). The fields in the DESCRIPTION line is used to find duplicates. Edit the PRINT DEFINITION line to change the fields printed on the report. If the DESCRIPTION line is LASTNAME+' '+FIRSTNAME, you can edit the line to appear as follows:LASTNAME+' '+FIRSTNAME+' '+ADDRESS, to get the address to appear on your report, without being checked for duplication. B&B DOALL User's Guide 18 IMPORT/EXPORT --------------- B&B Systems can READ or WRITE files from/for use by, other sources (mainframe computer, 1-2-3, word processors, mail-merge, Dbase, R-Base, list vendors, etc.). Normally, when exporting or importing, you will be using the default Master Data file. But you will see that in some of the "pop-up" options where you can access other data files for lookup purposes, you can export or import to other .dbf files. For example, you can import records into the Zip.dbf file. If you only enter records for Illinois, you could Import a file of Illinois Zip/City/State data into your Zip.dbf file. You would be wasting a lot of Disk Space if you imported all 43,000 USA zip codes. If you expand into Iowa, import Iowa zip codes at a later date. IMPORT ------ B&B Systems will import many types of data, word processing and spreadsheet files, in addition to the standard ASCII files. Purchased Lists --------------- If you purchase data for your System from a vendor, ask if they will supply the data in one of the formats (such as ASCII comma delimited) that B&B Systems can Import, and if ASCII, if they will supply the data in the order (which field comes 1st, 2nd, etc.) shown in the structure of the .dbf file in the Appendix. If you want to see an example of how the Import file should appear, Export a file from your current file and name it 'TEST'. Compare it with the new import file for similar structure. If importing .DBF type files, order is not important, but field names should match. TIP: If you import files regularly and your master file has an Add Date, unless you add it to the import file first, is normally missing. You can use Search/Replace to enter the Add Date by Flexi-Selecting all records with a blank Add Date, then Search/Replace with current date. When adding records in Add Mode, Add Date is assumed to be today's date. EXPORT ------ There are several additional options available before exporting your file. You will be presented with the FLEXI-SORT option to allow you to sort your file in a specific order. The FLEXI-SELECT option will allow you to select only specific records for your export file. And lastly, A VERY POWERFUL OPTION. You will be asked if you would like to change the 1) sequence of your output fields AND/OR 2) Which fields are included. For example, you may prefer your file to have the Company Name in front of the Last Name. OR, you may not wish to include Sales or Added-to-file-date field in your export file. This option may be necessary if the system using B&B DOALL User's Guide 19 this file requires a certain sequence of fields. If you select to export an ASCII Comma Delimited field, you can also opt to select a different delimiter (the character that separates each field) than a comma. For example, you may use a software package that needs the '@' character to mark the beginning and ending of fields. ASCII files ----------- There are two common types of ASCII file formats: COMMA DELIMITED and SDF(Standard Data Format). ASCII refers to the fact that ONLY Normal ASCII characters (numbers or letters of the alphabet, upper or lower case, and a limited number of special codes) appear in the file. There are no special control or binary codes. In both types of ASCII files, every record is a separate line, with records separated by a line feed ASCII(10) and carriage return ASCII(13). The remaining difference between these two types of files is how the data appears on each line. You can test if a file is ASCII by reviewing the file on your screen. At the DOS prompt, enter C:>TYPE FILENAME.TXT. If every character is legible (no special characters, unusual spacing, no beeps from your computer), then it is probably an ASCII file. Most other programs, such as Lotus 1-2-3, R-Base, Symphony, and most MailMerge programs can use, or produce, a file in at least one of these formats. COMMA DELIMITED files contain commas to separate fields. Many Word Processing and Data Base Management software handle this type of file. Commonly double quotes (") are used to enclose character type fields. Numeric fields are left alone. Also, numeric fields do not contain commas to delineate thousands. This transfer method saves space, and is fine if the number, AND the order of the fields is the same in the FROM and TO systems. STANDARD DATA FORMAT files contain fields that start in specific positions no matter how much data the field actually contains (common for Spreadsheet programs). Field 1 starts in Column 1 and field 2 starts in Column 12(?) even if field 1 is blank. This method is necessary if you need to change the length of fields, OR add/delete fields because the FROM or TO system have differing file structures. The reason is: since all data is in columns, you can use a word processor to shorten/eliminate/add columns. For example, if you require that the export file ADDRESS be 20 characters long, instead of 25, you need to use your word processor to DELETE a 'Block' of text 5 columns wide. You will need to become familiar with 'Blocking' and setting the 'Blocking' mode to columnar (ie. the text you block will appear to be vertical columns, and excludes text to the left and right B&B DOALL User's Guide 20 of your 'Blocking' markers). In Wordstar, set this mode with Ctrl-K-N. If, in the prior example, you need an address 30 characters long, you would INSERT a 'Block' of blank text 5 characters wide at the 25th position of the address. COMMA DELIMITED file example ----------------------------------------------------------------- | Smith, Joe, 123 Main ST, New York, NY, 10000, etc. | | Jones, William, 666 E St, Elmhurst, IL, 60011, etc. | ----------------------------------------------------------------- STANDARD DATA FORMAT file example ----------------------------------------------------------------- | Smith Joe 123 Main ST New York NY 10000,etc. | | Jones William 666 E St Elmhurst IL 60011,etc. | ----------------------------------------------------------------- IMPORT/EXPORT FROM DATA BASES, INCLUDING SQL Most software packages support the writing and reading of standard ASCII files, and SQL data bases are no exception. Using Oracle SQL version 5.1 as an example, ASCII files can be exported, or written from SQL by using Oracle's SPOOL <filename> command; issuing SELECT <field names,...> statement; and SPOOL OFF after writing the file. Don't forget the YYYYMMDD ASCII date format. To read an ASCII file into SQL, use Oracle's ODL utility. By writing a copy of B&B's records, then reading them into SQL (and vice versa), you can transfer data back and forth. If the number of fields are different on the data bases (ie. you need to 'write' a home AND business phone number but only have one phone number, set up a 'blank' field with a length of 1 character. Then when defining the fields to be written, enter the name for the 'blank' field wherever you need a field, but don't have one). Also, when any data is changed, re-index (housekeeping) your B&B records before using them. DELETE or UNDELETE GROUPS OF RECORDS ------------------------------------ This is a convenient method of marking large groups of records as having either deleted or undeleted status, instead of doing so individually in the browse screen. Marking records for deletion does not permanently remove them. They will be permanently removed when the file is packed. You will be provided with the Flexi-Select screen. From this selection screen you can select field(s) AND enter the values for each field that you are interested in. Records matching those values will be selected (For more information, see Flexi-Select) You will be provided with a listing prior to deletion, giving you the opportunity to confirm this process of marking/unmarking records for deletion. B&B DOALL User's Guide 21 MAINTENANCE ----------- DELETING RECORDS, PACKING, and REINDEXING issues ================================================ When you delete records (usually with CTRL-T in Browse), they are "marked" as deleted. They are not physically removed until you select the "PACK" option in file maintenance. Until you Pack, you can always "undelete" records with another CTRL-T. When you have records that appear in "unsorted" order, it can usually mean that the .CDX index file is bad. If you erase your <filename>.CDX file, a new .CDX file will be created for you automatically when you start your system. On a network, be aware that DOALL will not allow access to the file for packing or reindexing unless you are the only one using it. CHANGING FILE STRUCTURE ======================= If you decide to add or subtract fields in File Maintenance - Modify Structure, you will be asked if you want to delete the file:????SORT.MEM & ????????.CDX. The ???? refers to the 1st 4 characters of the .DBF filename. A new .CDX file will be created for you, and you may need to re-define any special sorts you had added. Also, some Flexi-Select options may no longer be relevant if you delete fields that were once used in the definition. PRINTER SETUP/MAINTENANCE ------------------------- Every time you send a print job, you see that ONE printer is the assumed default, and if you want to SELECT a different printer, you can pick <SELECT>. You can use the ADD option to ADD a printer to the list of selected printers (Enter a "Y" to the selected field. You can also define which printer is the default printer (Enter a "Y" in the default field). You can use the EDIT option to actually change the control codes that are sent to your printer. For example, if you have a printer that is not in the list of selected printers, and you want to change the values in one of the printer records (P_CODES.DBF), see your printer manual for the control codes. They are usually shown as decimal codes. If you want to change the codes used to reset your printer, enter the decimal codes as CHR(##) CHR(##) CHR(##). The system will convert the CHR() value for you. You can also sent the setup codes to your printer. You can use this option to force your printer into various print modes, including setting up your printer for other systems, in addition to your B&B systems. Once your printer has received a Control Code, it remains in effect until the printer is turned off, or new Codes are sent. B&B DOALL User's Guide 22 SETUP OPTIONS ------------- TOGGLE SCREEN DISPLAY allows you to put more lines of data on the screen, assuming your monitor and video card will support 43 lines on an EGA system, and 50 lines on a VGA system. Handy to see more data when in the Browse screen. CHANGE MONITOR DISPLAY type allows selection of monochrome, color, or laptop type video displays. You can use this option to select a color combination that makes your screen easiest to use. SELECT FIELD TO CHECK for DUPLICATES allows you to select say, lastname, so that when adding records, if a record with a similar last name appears, a list of the similar records will be displayed for you. In addition, you will be asked which sort should be the default sort when duplicates are found. For example, you may wish to check LASTNAME for duplicates, but when a duplicate appears, you may want more than just a lastname sort. You may want LASTNAME and FIRSTNAME, OR you may want LASTNAME and COMPANY. MODIFY ADD SCREEN. An add screen is made for you when you first add a record. This file name is <dbf file name>.PRG. If you compile this file with FOXPRO, you can have extensive data control, like automatic popup fields for blank entries, allowing only a range of values (1 thru 1,000), allowing only numeric values (PICT '@9'), etc. If you have foxpro, run foxprol and select Compile under the Program menu selection. For extended memory versions of B&B Systems, run foxprolx instead. MAKE/EDIT a .REP DATA FILE USED WHEN ADDING RECORDS. Whenever you add records, if a .dbf type file, with a .REP file extension exists, values in this file will copied into fields with the same name in your add screen. If you add "IL" (Illinois) to the state field in this .REP file, whenever you add a record, the state field in the new record will contain"IL" automatically. CHANGE MEMO FIELD DISPLAY in BROWSE. If your data file has a MEMO type field, you can elect to have the contents of this memo field display automatically when you move to different records while in the Browse mode. You can also elect to use the last 5 lines on the screen for the remarks, or the last 10 lines on the screen. TIP: If you have MEMO TYPE FIELDS, you can import files directly into memo fields without re-typing. Select the MEMO option from the top menu in the Browse screen and you can import any file of notes, letters, any reference material. Conversely, if you have data in a memo field, you can export the information to a separate file. B&B DOALL User's Guide 23 GENERAL COMPUTER OPERATIONS --------------------------- BACKUP ------ Make BACKUP copies often (at least of your *.dbf files). If you have many transactions per day, you should backup daily, if not twice daily. You should also have multiple backup copies so that you have at least one backup that is less than one day old, one a week old, one a month old, etc. Some B&B Systems have a backup option which allows you to control which files are "backed up" and to what drive, through a .BAT file called BACKUP. You should be familiar with DOS copy commands in order to edit this .BAT file and how you can compress files while copying them, or send them to a higher capacity drive. Accessing this batch file from within your B&B System gives you DOS power, but it is your responsibility to understand the appropriate DOS commands. You can also use B&B Systems to write an ASCII file to a blank floppy in A: using the Export option. Backup hardware has become available in many different formats. The quarter inch cartridge (QIC) devices are handy. The external versions can be moved around to perform backup on multiple PC's. Applications with large hard drives/files, especially where lists are often sold to other mailers, may find the units which can write/read standard 9" reel tapes useful. LETTERS VS. LABELS ------------------ If you are looking for options other than affixing labels to envelopes, B&B Systems urges you to use personalized letters which fit into window envelopes eliminating matching labels with letters, allows professional customized letters, and reduces manpower for mailings. NETWORKING VERSION ------------------ You can use multiple copies of single-user B&B Systems on many workstations, but in order to share one data file, you need a network version. Network versions work on any LAN that supports standard protocols of DOS versions 3.1 and greater (ie. Interrupt 21 data locking). B&B Systems are NetBios compatible, and will support any number of workstations. Networks supported: NOVELL; 3COM; 3+; 10NET(v 4.0); PC-NET; PC-LAN; LANTASTIC; BANYAN; INVISIBLE; SIMPLENET(v 3.0). B&B Systems Network versions support full record and file locking functions without separate software. CUSTOMIZING SERVICE ------------------- If you wish different fields on your screen, or would like some other modification made to your B&B System, we will be happy to discuss the cost of your desired changes. B&B DOALL User's Guide 24 EXISTING FILE CONVERSION SERVICE -------------------------------- If you currently have a file of mailing records (from a 'list' vendor, 1-2-3 files, ASCII files, etc.), but do not know how to convert them to the B&B format/structure (see Appendix), B&B will convert this file for you at ten cents per name. Send the file electronically to B&B's electronic Bulletin Board, P.C. Manager, or send on an IBM 5 1/4" 360K floppy disk/or 3-1/2" 1.4m disk to B&B Systems. The approximate time required is 2 weeks. YELLOW PAGES NAMES/ADDRESSES by ZIP CODE or SIC Code ---------------------------------------------------- B&B Systems can provide you with Company Name - Address - City - State - Zip - SIC Code data from the Yellow Pages for any ZIP CODE or STATE or SIC (Standard Industrial Code) that you supply to us. The costs vary, depending on the quantity desired. Leave a message on B&B's Bulletin Board, PC MANAGER, requesting a quote for desired zip codes and types of businesses. After a deposit, the completed file can then be mailed to you on a floppy, or made available to you on the Bulletin Board. LABELING Machines ----------------- Machines are available to affix self adhesive labels onto your mailing pieces. Some manufacturers:Novatec of Gladwyne, PA; Master Addresser of Minneapolis, MN. B&B DOALL User's Guide 25 TROUBLESHOOTING --------------- Before calling for technical support, many problems can be resolved by: 1. Ensuring that you have all of the files listed in this documentation. 2. Checking your config.sys file for the proper Buffers and Files statements. Q. WHEN I EDIT MY PRINT CODES FILE, I WANT TO DIRECT MY PRINTED OUTPUT TO A QUEUE or SERVER NAME, HOW DO I DO IT? A. In the field that defines the printer port, use: \S=<servername> or \Q=<queue> with no quotation marks around the queue or server name. B&B DOALL User's Guide 26 HELP. I'M STUCK ---------------- ANY PROGRAM CAN CORRUPT FILES - HOW TO AVOID IT ----------------------------------------------- If you are running a system and you get into a situation that you'd like to exit from, some applications allow you to enter the <ESC> key. In other systems. you may need to wait for the process to end. If your system allows the use of the ESC key, and B&B does, use it, the ESC key will not alter or change the files. BUT, Be patient. Depending on what the system was doing, it may take 1 second or 1 minute. BUT PLEASE, IN ALMOST ALL CASES, AVOID RE-BOOTING (cold or warm boots). If you re-boot your computer BEFORE your system finishes the process it is currently working on, you could corrupt your file(s). The computer may have been READING data, but does not now know where to WRITE it. THIS IS ONE OF THE MAJOR CAUSES OF CORRUPTED FILES. This is another good reason for frequent back-ups. If you are not sure if your file has become corrupted, print a report that lists the entire file. If any of the data appears missing or switched, your file is probably corrupted. If binary, or strange looking characters appear, your file is corrupted. If you're not sure, first make a new index file by erasing the .CDX file (a new .CDX file will be created, with a sort definition for EACH field in the data file). Re-run your report, and if that does not fix the 'order' of your data, AND IF YOU ARE NOT IN A NETWORK, run the DOS CHKDSK program with the '/f' (fix lost clusters option), C:DOS>CHKDSK C:/f. If corruption did occur, DOS will write the corrupted data in separate files called FILE0001.CHK, 0002, etc. Since this data has now been separated from your .dbf or other files, you should copy your .dbf files from your backup. If your B&B System does not boot properly, you may need to copy your system files from back-up also. HINT: CHKDSK is a good command to insert in your autoexec.bat file, so that your hard drive is checked every time you turn your computer on. This takes 10 to 20 seconds longer to boot, but it will avoid the continued corruption of a fragmented disk. You cannot run CHKDSK after you load LAN software to MAP the drive as a network drive, or on some networks, including Novell. DEVELOPERS/CONSULTANTS ====================== Because B&B Doall allows flexibility in accessing any type of .dbf file, developers can customize systems for their users through the use of the custom.prg program and by using the setup parameters. This reduces your development time and gives customers faster/economical service. FILES ===== FOXPRO.ESO, .ESL, and FOXR are the FoxPro2 runtime files (FOXPROX.ESL is available for higher performance machines (386 or B&B DOALL User's Guide 27 above) with Expanded Memory, giving greater performance. Need to get Expanded versions of other .FXP files too on B&B's BBS). DOALL.FXP, P.FXP and PDRIVER.FXP are your B&B DOALL System files. P_CODES.DBF, .CDX are the files containing printer control codes <DataBaseName>.CDX is the file containing all of your sorting information. And, starting with version 1.5, if you define a new sort, it will not have to be re-created each time you want to use it. All custom sorts added to Flexi-Sort are maintained continuously when you add and delete records. CONFIG.FP is FoxPro's configuration file. If you have a Foxpro manual, refer to it for customization features. CUSTOM.PRG - Sample file that is executed whenever DOALL is started. You can use Xbase code to write any startup program you'd like, then compile it with FoxPro to make an .FXP file. PRODUCT.DBF - Sample data base file that can be filled with product information for instant access. It is called by using <CTRL-F2> as defined in the coding in custom.prg. HELPFILE.DBF - Sample help file customizable by user. .CDX files - Index or Sort file created by DOALL. Initially, there is one index for each field in the data file. Newly defined sorts are added to this file. .LBX/.LBT - sample Label format files. ZIP.DBF - sample zip file accessed as a lookup file <F2> when in the zip code field. STATE.DBF - see zip.dbf Environmental Variables: SET ASCEDESC=ASCENDING or DESCENDING, Depending on default index order desired. SAMPLES of filenames (for a data file called SAMPLE.DBF): -------------------------------------------------------- SAMPSORT.MEM - Flexi-Sort definitions SAMPSELE.MEM - Flexi-Select definitions. SAMPRPT.MEM - Flexi-Report definitions. SAMPSPC.MEM - Field Name/Index used when Adding-Duplicate check. SAMPQLBL.MEM - Set up values for Quick Label SAMPEXIM.MEM - Import/Export definitions SAMPFIND.MEM - Default Field used in Find/Replace in Browse SAMPZRPT.MEM - Print Setup values for zip code group report. SAMPFREP.MEM - Print Setup values for Flexi-Report. SAMPSETP.MEM - Print Setup values when sending setup codes. SAMPREPO.MEM - Print Setup values for FoxPro Reports. SAMPLABE.MEM - Print Setup values for Labels. SAMPLTRS.MEM - Print Setup values for Letters. SAMPLE.DBF/.FPT - Name of Sample.dbf and memo file SAMPLE.FXP - Name of Sample.prg after compilation B&B DOALL User's Guide 28 SAMPLE.LBX/.LBT - Label form file and memo file SAMPLE.FRX/.FRT - Report form file and memo file -------- UPGRADES -------- The most recent versions of B&B Systems programs are always available on Compuserve (GO IBMAPP), EXECPC, or B&B's own Bulletin Board, PC MANAGER, (414) 548-9034. [up to 2400 baud, Settings:8/N/1, 8 data bits, No Parity,1 Stop bit]. Our Electronic Bulletin Board supplies registered owners with the latest versions of unrestricted B&B Systems without waiting for mailed copies. Always Search for files starting with 'BB'. B&B DOALL User's Guide 29 -------------------- ORDERING INFORMATION -------------------- If ordering by check, please allow at least 2 weeks. 5-1/4" floppy disks are sent unless you specify different media. If you prefer, B&B Systems can supply your program via modem if you register on our bulletin board which has two advantages: 1. upgrades of new unlimited versions become available immediately. 2. If paying by Visa/Master Charge, you can get your system faster, as soon as 1/2 hour. You can order by calling B&B Systems direct (414-544-5988), or call our Bulletin Board, P.C. Manager (414-548-9034) and <A>CCESS the ORDER system from the Main Menu. You will be asked for shipping information, and your credit card data. After your card is verified, you will be authorized to access the unlimited versions and you can call back to download your system. If you order by mail, and plan to download electronically, you will be registered under the first and last name and password you supply on this form. It is recommended that you change your password after accessing B&B System's bulletin board the first time. We try to keep our software costs low. We cannot afford to train users about computers unless they apply for annual technical support via telephone. Most questions we have received can be answered by reviewing this documentation file. Technical questions uploaded through the bulletin board are answered at no charge. If you plan on installing B&B systems on MORE than one machine, order additional copies on your INITIAL order because the multiple copy discount is per order. You can move a registered system to a new machine, but making copies is not only illegal, but more importantly, unethical. Order the NETWORK version if you intend to INSTALL your B&B system on ONE single Network file server, allowing the SAME data to be shared on an unlimited # of workstations. A SITE LICENSE allows unlimited use of NETWORK or STAND-ALONE versions at one location. A CORPORATE LICENSE allows the same unlimited use, but at multiple locations. OTHER SERVICES: (billable by project or by hour) CREATE NEW or MODIFY EXISTING B&B SYSTEMS add/edit screens, rpts. REMOTE LASER LETTER/REPORT PRINTING programs OPERATE WARRANTY/SALES LEAD CARD FULFILLMENT programs FILE CONVERSION/CORRUPTION (upload to BBS, download Fixed file) B&B DOALL User's Guide 30 ------------------- O R D E R F O R M ------------------- B & B S Y S T E M S 627 Madison P.O. Box 171 Waukesha, Wisconsin 53187 Order/Technical Support: 414-544-5988 BBS: 414-548-9034 DESCRIPTION QUANTITY EACH TOTAL ------------------------------------------------------------- B&B DOALL System License _____ 250.00 _______ SITE LIC_____ 500.00 _______ CORP LIC_____ 1200.00 _______ ONE YEAR's UNLIMITED Technical Support Phone service (Annual $ amount same as software cost above) $_______ FILE CONVERSION SERVICE (# records)=_____ x $.10 $_______ Customization Service (screens, etc. - call) $_______ Shipping and Handling: ___ Sign me up on BBS for immediate downloading - $0 Password desired ____________ ___ US Postal Service - $0 ___ Express Mail $12 $_______ WI 5% Sales Tax $_______ Format:___ 5-1/4" ___ 3-1/2" Total: $_______ Visa/MC Card Number: _____________________ Exp Date:________ Signature: __________________________________________________ Name: _____________________________________________________ Street Address: _____________________________________________ (if PO Box, add street address) City: ______________________ State: _____ Zip: __________ Bus. Phone: ( ) __________________________ Current Version # _______________ Date:_________________ B&B DOALL User's Guide 31 WARRANTY -------- DISCLAIMER OF WARRANTY AND LIMITED WARRANTY The Software and accompanying written materials (including instructions for use) are provided 'As Is' without warranty of any kind. Further, B&B Systems does not warrant, guarantee, or make any representations regarding the use, or the results of the use, of the Software or written materials in terms of correctness, accuracy, reliability, currentness, or otherwise. The entire risk as to the results and performance of the Software is assumed by you. If the Software or written materials are defective, you, and not B&B Systems or its dealers, distributors, agents, or employees, assume the entire cost of all necessary servicing, repair, or correction. B&B Systems warrants to the original LICENSEE that 1) the disks on which the SOFTWARE is recorded is free from defects in materials and workmanship under normal use and service for a period of ninety (90) days from the date of delivery as evidenced by a copy of the receipt. Further, B&B Systems hereby limits the duration of any implied warranty(ies) on the disk to the respective period stated above. Some states do not allow limitations on duration of an implied warranty, so the above limitation may not apply to you. B&B Systems' entire liability and your exclusive remedy as to the disk(s) shall be, at B&B Systems ' option, either a) return of the purchase price or b) replacement of the disk(s) that does not meet B&B Systems' Limited Warranty and which is returned to B&B Systems with a copy of the receipt. If failure of the disk(s) has resulted from accident, abuse, or misapplication, B&B Systems shall have no responsibility to replace the disk(s), or refund the purchase price. Any replacement disk(s) will be warranted for the remainder of the original warranty period, or thirty (30) days, whichever is longer. THE ABOVE ARE THE ONLY WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, THAT ARE MADE BY B&B Systems ON THIS B&B Systems PRODUCT. NO WRITTEN OR ORAL INFORMATION OR ADVICE GIVEN BY B&B Systems, ITS DEALERS, DISTRIBUTORS, AGENTS, OR EMPLOYEES SHALL CREATE A WARRANTY OR IN ANY WAY INCREASE THE SCOPE OF THIS WARRANTY, AND YOU MAY NOT RELY ON ANY SUCH INFORMATION OR ADVICE. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHER RIGHTS, WHICH VARY FROM STATE TO STATE. NEITHER B&B Systems NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS PRODUCT SHALL BE LIABLE FOR ANY DIRECT, INDIRECT, CONSEQUENTIAL OR INCIDENTAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OF OR INABILITY TO USE SUCH PRODUCT EVEN IF B&B Systems HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES , THE ABOVE B&B DOALL User's Guide 32 LIMITATION MAY NOT APPLY TO YOU. The SOFTWARE and documentation is provided with RESTRICTED RIGHTS. Use, duplication, or disclosure is subject to restrictions as set forth in subdivision (b)(3)(ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013. Contractor/Manufacturer is B&B Systems, P.O.Box 171, Waukesha, Wisconsin 53187. Should you have any questions about this Agreement please write to the address above. B&B DOALL User's Guide 33 INDEX .FXP 4, 5, 9, 12, 16, 27 <F1> 9 <F2> 9, 12, 14, 16, 27 <F4> 16 <F5> 12 ACCURACY 17, 31 ADD 7, 11, 22 ALLCODES 14 ASCII 8, 12, 18-20, 23, 24 BACKUP 3, 6, 8, 12, 23, 26 BARCODE 16 CUSTOMIZATION 9, 12, 27, 30 DEFAULT 6, 10, 15, 18, 21, 22, 27 DELETE 7, 17, 19-21, 27 DUPLICATE 10, 17, 22, 27 FILE STRUCTURE 21 FLEXI-REPORT 27 FLEXI-SELECT 2, 7, 8, 11, 15, 16, 18, 20, 21, 27 FLEXI-SORT 2, 6, 18, 27 HELP 2, 3, 6, 9, 26, 27 HELPFILE 9, 27 IMPORT/EXPORT 2, 10, 18, 20, 27 INSTALLATION 3, 15 LABELS 2, 6, 7, 11-13, 15, 23, 24, 27 LOOKUP 2, 4, 8-11, 14, 18, 27 MAINTENANCE 9, 11, 21 MODEM 2, 4, 9, 16, 29 NETWORK 2, 4, 5, 21, 23, 26, 29 OPERATING 5, 12, 14 PHONE 2, 14, 16, 20, 30 PRINT 11, 13-17, 21, 25-27 PRINTER CONTROL 27 RECALL 17 REP 2, 11, 14, 15, 22 REPORTS 2, 5-7, 12, 13, 15, 27 SAMPLE 5, 12-14, 16, 27, 28 SETUP 2, 10, 11, 16, 21, 22, 26, 27 TAX 30 WARRANTY 29, 31