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FASTFILE (tm) with REPORT and Applications for MS-DOS & PC-DOS Computers Software License FASTFILE is protected by United States Copyright Law and International Treaty. All rights are reserved. Non-registered (EVALUATION) users are licensed ONLY to use FASTFILE on an EVALUATION basis for the sole purpose of determining whether or not it meets their requirements. All other use requires registration. All end users are granted a limited license to copy FASTFILE for the trial use of other end users, with the following additional conditions. FASTFILE must be distributed in unmodified, complete form, including this license agreement. FASTFILE may NOT be distributed in conjunction with any other product, HARDWARE, or SOFTWARE without express written permission. Please read the file VENDOR.DOC for more information. Any other use of non-registered (EVALUATION) copies of FASTFILE by any person, BUSINESS, CORPORATION, GOVERNMENT ORGANIZATION, or any OTHER entity is strictly forbidden and is a violation of this license agreement. Registration permits a user a license to use FASTFILE on a single computer. This is NOT a SITE LICENSE but site licenses are available. Disclaimer of Liability This product may include technical inaccuracies or typographical errors. Periodic changes are made and will be incorporated in new editions of the publication. The entire risk as to the quality and performance of this product is assumed by the user. In no event will Interactive Mini Systems, Inc. or R.D. (Monte) Benham be liable for direct, in-direct, incidental or consequential damages resulting from defect(s) in the software. A good faith effort will be made to correct any problems with the software that are reported. Copyright 1990-1992 Interactive Mini Systems, Inc. and RD (Monte)Benham, 5312 W Tucannon, Kennewick, WA 99336 (509) 783-3829 THE ideal DATABASE FOR LAPTOP and SINGLE FLOPPY DISK COMPUTERS _________________________________________________________________ FASTFILE is RAM-based & programmed in assembler language. It's Fast & Easy on Laptop Batteries. Using FASTFILE is simple. Pick an example to see how the system works. If you like it, name a new file and start enter- ing your own data. You may modify the application template by adding or deleting fields. Or you may create your own applica- tion by referring to the tutorial manual. FASTFILE Ready-To-Use Programs For: Billing Farm,home,business Checkbook /GL Sports statistics Client lists Teachers Gradebook Mailing Labels Quizzes for training Inventory Scout Master Payroll +More FASTFILE FEATURES also in OTHER DATABASES 1. Add Records 7. Global Edit Fields 2. Find and Edit Records 8. Math Calculations 3. Clone New Files 9. Import Export Files 4. Add,Delete,Edit Fields 10. Print/Display Reports 5. Create New DB Designs 11. Mailing Labels/merge 6. Write Sorted Reports 12 Load and Save Files FASTFILE FEATURES not in OTHER DATABASES 1. RAM based (both program and data) 2. Compressed files saves disk space & laptop battery life 3. Uses single floppy disk (without disk swapping) 4. Eye-blink speed - programmed in assembly language 5. The same screen is used to add, edit, search for data 6. Screen reference to global calculations like "BAL DUE" 7. Instant indexing when a record is added or edited 8. Table and Relative fields saves entry effort 9. Automatic report edit when fields added or deleted 10. Automatic duplicate record protection 11. Automatic "Balance Forward" updates for billing 12. Gradebook with automatic record replication (Very useful for student and sports statistics) 13. Subtotal reports with averages,NON-ZERO averages,totals 14. Keyboard field calculator 15. Makes matching and multiple choice tests 16. Automatic searching and reporting for similar files 17. Comes with ready-to-use programs -i- TABLE OF CONTENTS _______________________________________________________________ 1.0 Introduction . . . . . . . . . . . . . . . . . . . . . 1 2.0 Starting FASTFILE . . . . . . . . . . . . . . . . . . . 2 3.0 Find, Edit, Total . . . . . . . . . . . . . . . . . . . 3 Cursor Movement . . . . . . . . . . . . . . . . . . . 3 Find (or Search) Selection . . . . . . . . . . . . . . 3 Searches Using Wild Card (*) Designator . . . . . . . 4 Searches Using Any (?) Designator . . . . . . . . . . 5 Edit a Record . . . . . . . . . . . . . . . . . . . . 5 Record Totals . . . . . . . . . . . . . . . . . . . . 6 4.0 Adding Records . . . . . . . . . . . . . . . . . . . . 8 Note for Relative Records . . . . . . . . . . . . . . 9 5.0 Reports . . . . . . . . . . . . . . . . . . . . . . . . 10 Modifying Report Formats . . . . . . . . . . . . . . . 10 F1 Line Format . . . . . . . . . . . . . . . . . . . 11 F2 Page Format . . . . . . . . . . . . . . . . . . . 12 F4 Sort Order . . . . . . . . . . . . . . . . . . . . 13 F5 Swap Report Formats . . . . . . . . . . . . . . . 13 F6 Report Title . . . . . . . . . . . . . . . . . . . 13 F9 Dictionary . . . . . . . . . . . . . . . . . . . . 14 6.0 Modifying the Record Template . . . . . . . . . . . . . 15 7.0 Create New File Structure . . . . . . . . . . . . . . . 17 General Considerations . . . . . . . . . . . . . . . 17 [1] Duplicating this Design (for your records) . . . 18 [2] Creating a New File Design (for your records) . 18 Create New Report . . . . . . . . . . . . . . . . . . 20 8.0 Load, Save, and Delete Files . . . . . . . . . . . . . 22 Appendix A (Field Types) . . . . . . . . . . . . . . . . . . 23 Alphanumeric Field . . . . . . . . . . . . . . . . . . 23 Relative Alphanumeric Field . . . . . . . . . . . . . . 24 Deleting Relative Records . . . . . . . . . . . . . . 24 Creating Relative Records . . . . . . . . . . . . . . 24 Table Field . . . . . . . . . . . . . . . . . . . . . . 24 Date Field . . . . . . . . . . . . . . . . . . . . . . 25 Number Field . . . . . . . . . . . . . . . . . . . . . 25 Field Calculator . . . . . . . . . . . . . . . . . . 25 Automatic Field Calculations . . . . . . . . . . . . 26 Field 32 (Screen Display) . . . . . . . . . . . . . . 26 0-255 Field . . . . . . . . . . . . . . . . . . . . . . 26 Appendix B (Screen Design for the Invoice file) . . . . . . 27 Appendix C Application Notes . . . . . . . . . . . . . . . 28 Appendix D Features with Questions and Answers . . . . . . 34 Appendix E Copying FASTFILE . . . . . . . . . . . . . . . . 36 Appendix F Practice Exercises - Modifying Reports . . . . . 37 Appendix G How to Create and Use my own Gradebook . . . . . 39 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Index of Practice Exercises . . . . . . . . . . . . . . . . 45 Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . 48 1.0 INTRODUCTION _________________________________________________________________ FASTFILE is a fast (RAM-based) database with a wealth of easy to learn and use features. Everything is done by responding to menus and prompts. Disk space and laptop battery life is conserved with compressed files (1/6th the space of other programs). Several applications (including FASTFILE) easily fit on a single floppy disk. FASTFILE allows hundreds of records/file with 32 files/directory. FASTFILE is organized simply and logically, so that those new to databases can set up a new database quickly and easily. You can copy or create a database design. FASTFILE's 17 features (not found in other databases) will keep even experienced users happy. FASTFILE is easy to use because the same screen is used to find, enter, and edit data. The following features will save you time: * field blanking with key strokes other than [left/right arrow] * instant sorting when a record is added, deleted, or edited * multiple searching/reporting over similar files * displaying global calculation (like BAL DUE) on every screen * table and relative fields * automatic searching and reporting of similar directory files * editing of database design with and without data present * duplicate record protection This "learn by doing" manual uses a check book file and practice exercises. Once you learn how to search, write reports,and enter data for one file,you can use the techniques for any application. The exercise on pg 16 shows how to rename the CHECKS file, delete the existing records, and change the general ledger list. In a few minutes you'll be entering your own checks. The index (pg45) lists practice exercises for nine example files. The manual also shows how to develop a new file. Before designing a new file, please work through the examples and read section 7.0 (see pg 17). The examples for field, primary key, record, and file given below will be useful as you read the manual. Field __________ Records _________ Field# Name Record 1 Record 2 Record 3 1* CHECK# 3456 3457 3458 2 DATE Feb10 Feb12 Feb15 3 CATEGORY Food Gasoline Medical 4 TO Safeway Texaco Dr Adams 5 AMOUNT $56.21 $15.00 $40.00 \____________________________/ Several Records make a file or a database * The primary key field(s) defines the record. -1- 2.0 STARTING FASTFILE _________________________________________________________________ To start FASTFILE merely type [FF] and [Enter] from the DOS prompt [A>]. The first menu is: SELECTION MENU 1 Start FASTFILE 2 Change Color & Cursor 3 Set Printer 4 Applications with Notes 5 Features with Q/Ans 6 Copy Instructions YOUR CHOICE: _ Esc Exit to DOS Experiment with selections [2 - 6] before proceeding. Then start FASTFILE by entering [1]. The menu below is displayed. Choose an Existing Database FILE 1 ArtInv 2 CHECKS 3 Clients 4 DrBiling 5 FASTquiz 6 GradeBk2 7 Invoice 8 Software YOUR CHOICE = _ or Choose A,B,C=Disk Drive D=DIR Change S=Save 0=Menu This manual assumes you will type [2] and [Enter] to load the CHECKS file. FASTFILE will then display the menu shown below: A:\>CHECKS 23 Records/58511 Bytes Left MAIN MENU 1 Find and Edit Records 2 Add Records 3 Display/Write Report 4 Edit Report Layout 5 Edit Field/Record Design 6 Make a NEW Database 7 Open a Database 8 Save/Delete Database 9 Selection Menu YOUR CHOICE: _ Esc Exit to DOS To illustrate FASTFILE commands enter [1 or F1], and we will discuss how to move the cursor to FIND, EDIT and obtain TOTALS in the next chapter. -2- 3.0 FIND, EDIT, TOTAL _________________________________________________________________ From the MAIN menu, press [1] to reach the FIND menu. FASTFILE displays a screen similar to the one below. The top line gives the active drive, file name and #Rcds/#BytesLeft. The first field [CHECK#] is in reverse video. Three (3) blank spaces follow for search selection entry. The characters allowed in each field are shown by line lengths. CHECK# accepts 5 NUMERIC characters. Sections 6, 7, and Appendix A have more on file specifications. Let's look at cursor movement and the commands to FIND records. CHECKS 23/58170 CATEGORY table 1 Auto 17 17 CHECK# _____ STATUS _ 2 B-Dogs 18 Ranch DATE ___ CATEGORY ________ 3 Clothes 19 Studio TO: ______________________ . . FOR: ______________________ 15 Other 31 31 AMOUNT ________ DEPOSIT ________ 16 Phone 32 Deposit *WLD ?ANY <LESS = >GRTR <>NOT EQ <= >= Find=F1 Total=F3 LastRecd=F4 GotoAdd=F6 Help=F10 Exit=Esc CURSOR MOVEMENT The table below summarizes cursor movement. [Esc] Escape to previous menu [Tab] or [Up Arrow] Move cursor to previous field [Shift Tab] or [Dn Arrow] Move cursor to next field [Enter] Move cursor to next field SPECIAL FIELD EDIT FEATURES [1st Char] Clears field if not [Left or Right Arrow] [Left Arrow] Moves cursor left one character [Right Arrow] Moves cursor right one character [Space] Not allowed as 1st character of a field The cursor advances to the next field by pressing [Enter, Tab, or Dn Arrow]. Advance the cursor to the fourth field and notice the category list. It disappears when the cursor moves away from the field. Move the cursor back a field, by pressing [Up Arrow or Shft Tab]. The list appears and disappears because field 4 is a TABLE field. FIND (or Search) SELECTION See the FIND symbols at the bottom of the screen for *WLD, ?ANY, etc. To illustrate their use let's find all checks for gasoline. -3- 3.0 FIND, EDIT TOTAL Continued _________________________________________________________________ CHECK# _____ STATUS _ CATEGORY table DATE ____ CATEGORY 7_______ 1 Auto TO: ___________________ . FOR: ___________________ 7 Gas CHARGE ________ DEPOSIT _______ *WLD ?ANY <LESS = >GRTR <>NOT EQ <= >= Find=F1 Total=F3 LastRecd=F4 GotoAdd=F6 Help=F10 Exit=Esc Move the cursor to the field named [CATEGORY]. Notice a list appears on the right hand side of the screen. Enter [7] and then notice the meaning of [F1] on the last line of the screen. This is the menu line. It always lists acceptable commands. The meaning of [F1] is to FIND. Hit [F1] to display the first record for gasoline. CHECK# 3810 STATUS DATE 0106 CATEGORY GAS TO: F&F FOR: AMOUNT 9.00 DEPOSIT 0.0 Next Recd=F3 Prev Recd=F4 Edit=F6 Global=F8 Exit=Esc Notice the menu line has changed. Hit [F3] to FIND the next record for gas. Notice the menu line changes again. Hit [F4] to backup to the previous record. Hit [Esc] to return to the blank FIND (or Select) screen. You may return to the MAIN menu by hitting [Esc] a second time. In general, you may escape from any FASTFILE command with [Esc]. SEARCHES USING WILD CARD (*) DESIGNATOR Now let's find the check(s) written to Dr Sjerjen. CHECK# _____ STATUS _ DATE ____ CATEGORY ________ TO: dr s* FOR: _____________________ AMOUNT ________ DEPOSIT ________ *WLD ?ANY <LESS = >GRTR <>NOT EQ <= >= Find=F1 Total=F3 LastRecd=F4 GotoAdd=F6 Help=F10 Exit=Esc From the blank FIND screen move the cursor to [TO: ] and type [dr s*] then press [F1]. Instantly a record is displayed. Now FIND the next check written to Dr Sjerjen by pressing [F3] again. FASTFILE gives the [This is the last selected recd] message. Please return to the blank FIND screen by pressing [Esc]. -4- 3.0 FIND, EDIT TOTAL Continued _________________________________________________________________ SEARCHES USING THE ANY (?) DESIGNATOR If you do not have a blank FIND screen, press [F1] or [Esc]. Then find the check written to DENHAM (or BENHAM). CHECK# _____ STATUS _ DATE ____ CATEGORY ________ TO: = ?ENMAM FOR: ____________________________ AMOUNT ________ DEPOSIT _______ *WLD ?ANY <LESS = >GRTR <>NOT EQ <= >= Find=F1 Total=F3 LastRecd=F4 GotoAdd=F6 Help=F10 Exit=Esc Move the cursor to [TO:], type [=?ENHAM], and [F1]. EDIT A RECORD The EDIT mode may be entered once a record is selected. Assuming the record for BENHAM is displayed as explained in the previous paragraph, let's edit the information in the 6th field [FOR:]. CHECK# 3830 STATUS DATE 0229 CATEGORY Taxes TO: Benham FOR: Fastfile AMOUNT 70.00 DEPOSIT 0.0 Next Recd=F3 Prev Recd=F4 Edit=F6 Global=F8 Exit=Esc _ Look to the menu line for help. Hit [F6] to enter EDIT mode. The cursor moves to field two (2) and the menu line changes to: Save Edit=F2 Delete Recd=F6 Void=Esc Move the cursor to [FOR:] and type the misspelled word [EXAMBLE]. Don't press the [Enter] key. Now let's assume you recognize the error. Backspace until the character [B] is erased, type [PLE], and hit [Enter]. Suppose the correct entry was really [SAMPLE]. Move the cursor back one field by pressing [Up Arrow]. Now type [SAMPLE] and hit [Enter]. Notice that by typing any character the entire line is erased. You could have erased the line by pressing [Backspace]. Notice also that you may use [Left Arrow] to move the cursor to a position for inserting new information. Hit [F2] to save the record to memory. Notice the screen blinks, and the menu is updated. If there is another record that matches the search selection, the new record is displayed. Please return to the blank FIND screen by typing [Esc]. -5- 3.0 FIND, EDIT, TOTAL Continued _________________________________________________________________ RECORD TOTALS Now find the number of checks for FOOD that are over $50, and the total for those checks. Make sure you have a blank FIND screen. Keep an eye on the menu line (screen bottom line) as we proceed. CHECK# _____ STATUS _ CATEGORY table DATE ____ CATEGORY 6 1 Auto TO: ____________________________ . FOR: ____________________________ 6 Food AMOUNT > 50 DEPOSIT ________ *WLD ?ANY <LESS = >GRTR <>NOT EQ <= >= Find=F1 Total=F3 LastRecd=F4 GotoAdd=F6 Help=F10 Exit=Esc Move the cursor to the field labeled [CATEGORY] and enter [6]. Notice the category table at the right of the screen will show [6 FOOD]. Then move the cursor to the field labeled [AMOUNT] and enter [>50] and press [F3]. The screen display is: Count = 2 Total = 143.01 Avg = 71.51 PRESS ENTER TO CONTINUE _ To edit checks for FOOD that are over $50, enter the information given above and hit [F1] instead of [F3]. In the review exercises you will see how to list the checks written for over $50 to the screen using the REPORT function. Please go to the main menu by pressing [Enter]. The OR Operation The OR function allows searches from common fields. For example the [CATEGORY] field uses position 13 (Medical) and 20 (Taxes). The exercise below shows how to find checks for medical or taxes: type remark ======== =========================================== a [1] Selects Find mode from the MAIN menu. b Move the cursor to [CATEGORY] c [13] Select Medical d Move cursor past [DEPOSIT] & get the message: Find=F1 OR=F5 Exit=Esc e [F5] Select the OR operation f Move the cursor to [CATEGORY] g [20][F1] Selects Taxes, then Finds the first record h [F3] To advance through the selected checks. i [Esc] Return to the MAIN menu by tapping [Esc] twice. The selection procedure illustrated above can be used for more complex searches. Please see if you can work the exercises on the following page. -6- 3.0 FIND, EDIT, TOTAL Continued - Review Exercises _________________________________________________________________ Try to do the exercises without referring to the procedures. KEEP YOUR EYES ON THE MENU(s) to understand the instructions. FIND A CHECK WRITTEN FOR GAS type remark ======== ========================================= a [1] Select FIND mode from the MAIN menu. b Move the cursor to [CATEGORY] c [7][F1] Selects Gas and Finds 1st Record d [Esc] Return to MAIN menu by hitting Esc twice. FIND ALL CHECKS WRITTEN TO DR SJERJEN. type remark ========= ======================================= a [1] Select FIND mode from the MAIN menu. b Move the cursor to [TO:] c [dr s*][F1] Wild Card Search starting with [dr s] d [F3] Finds the next record. e [Esc] Return to MAIN menu by hitting Esc twice. EDIT RICHLAND KENNEL CLUB CHECK. In [FOR:] change "membership" to "dues". type remark ========= ======================================= a [1] Select FIND mode from MAIN menu. b Move the cursor to [FOR:] c [memb*][F1] Finds 1st check. Look at the menu (screen's bottom) for meaning of F6. d [F6] Select Edit mode e Move the cursor to [FOR:] f [dues][F2] Makes change and ADVANCES TO NEXT RECD g [Esc] Return to MAIN menu by hitting Esc twice. FIND TOTAL AMOUNT FOR JANUARY'S FOOD CHECKS. type remark =========== ========================================== a [1 or F1] Select FIND mode from MAIN menu. b Move the cursor to [DATE] c [01*][Enter] Select January d [6][Enter] At [CATEGORY] select FOOD e Move the cursor to [AMOUNT] f [F3] Select Totals. Notice the values displayed. g [Enter][Esc] Return to MAIN menu. LIST FOOD CHECKS GREATER THAN $50 TO THE SCREEN WITH REPORT. type report ========= ======================================== a [3 or F3] Select REPORT mode from the main menu. b Move the cursor to [CATEGORY] c [6] Select FOOD d Move the cursor to [AMOUNT] e [>50][F1] Finds checks greater than $50. f [1] Select Normal Report g [F1] Screen output. Then return to MAIN menu. -7- 4.0 ADDING RECORDS _________________________________________________________________ Adding records is very easy. However, it's important to present certain restrictions and automatic error checks made by FASTFILE. The first, first two, or first three fields in a record are designated primary key fields during file creation as explained in section 7. FASTFILE will not allow duplicate information in key field(s) because records are stored in primary key order. The only way to change a primary key field once a record has been added to memory is to delete the record using EDIT. Then, return to ADD mode and re-enter the entire record. Therefore, be sure to verify the information in the primary key field(s) before issuing the ADD record command [F2]. Please enter ADD record mode by typing [2 or F2] from the main menu. Answer [1] for input from Last Record and Keyboard. (This will update the CHECK# and save re-entry of common data like the DATE. Notice the red menu line at the screen bottom. The commands are [F2], [F4], [Esc], and [C]. CHECKS #Recds/#Bytes Left CHECK# _____ STATUS _ DATE _____ CATEGORY ________ TO: ____________________________ FOR: ____________________________ AMOUNT _________ DEPOSIT _______ ADD Recd=F2 Prev Recd=F4 Exit=Esc C=Calculator With the cursor positioned at the first field, type [2222] and press [Enter] to fill the primary key field labeled [CHECK#]. Now, enter sample data into the remaining fields. It is not necessary to enter data into every field. You can conserve memory by omitting data that is not necessary to convey the meaning. For example, let's assume you are entering information for a check written for FOOD to Safeway. When the cursor reaches the [CATEGORY] field, enter [6] for food and then [SAFEWAY] in the field labeled [TO:]. It's not necessary to enter information in the next field [FOR:]. Skip to [AMOUNT] and enter [54.21]. Before saving the record to memory, pause to examine each field. Remember, the primary key field(s) may only be corrected before the record is saved to memory. To demonstrate this, press [Enter] to position the cursor at field 1. Replace check number [2222] with [12] and press [F2]. Notice the screen blink. The checking account balance is updated and the CHECK# is incremented to [13]. Change the CHECK# to [12] and hit [F2] to view: Existing Record has same data in Pri Key field(s)..Hit Enter -8- 4.0 ADDING RECORDS Continued _________________________________________________________________ Press [Enter] and correct the entry in field 1 to [13]. Then enter data in the other fields. Remember the values in the field labeled [AMOUNT] and [DEPOSIT] will be used to update the account balance. Enter additional records if you feel it necessary to understand the ADD record operation. When you have completed this exercise please return to the main menu by pressing [Esc]. NOTE FOR RELATIVE RECORDS FASTFILE has a (field 1) search and display feature for RELATIVE records. It searches for a match to field 1 data. If a match is found, the last relative record is displayed with field 2 incremented. You merely add the changes to the new record. If billing file were loaded, and you wished to add another record for Allen PL, type [allen*] and hit [Enter] as shown: A:\>DRBILING 26Records/57057 Bytes Left Lname I allen*__________ # ___ Patient __________ Billing ___ Services _______________ Date ________ Charge ________ Payment ________ Adjustment ________ Address _________________ CTY,ST-Z _________________ Add Record=F2 Prev Recd=F4 Exit=Esc FASTFILE will display the following screen. The cursor is at the end of the third field. Note the (_) after [PETE]. Lname I ALLEN PL # 1 Patient PETE_ Services SURGERY Billing 0 Date 89- 8- 7 Charge 210.00 Payment 147.77 Adjustment 25.29 Address 223 Chestnut CTY,ST-Z Richland,Wa 99352 BAL DUE 36.94 Add Record=F2 Prev Recd=F4 Exit=Esc -9- 5.0 REPORTS _________________________________________________________________ Let's write a report by using the existing format. From the main type [3] to enter the REPORT mode. When subtotals are specified the first screen is: Type of Report 1 Normal 2 Subtotal Only Type [1] to advance to the select screen displayed below: CATEGORY table CHECK# _____ STATUS _ 1 Auto 17 17 DATE ____ CATEGORY ________ 2 B-Dogs 18 Ranch TO: _________________________ 3 Clothes 19 Studio FOR: __________________________ 4 Disposal 20 Taxes AMOUNT ________ DEPOSIT ________ 5 Elec 21 Tithing 6 Food 22 Utility *WLD ?ANY <LESS = >GRTR <>NOT EQ <= >= REPORT MENU Find=F1 Exit=Esc Help=F10 To report on all records merely enter [F1]. If you wish to report on records for CATEGORY [FOOD], move the cursor to the field labeled [CATEGORY], and enter [6] because the table references [6 FOOD]. Then hit [F1]. The screen will clear and the following menu will appear: OUTPUT TO 1 Screen 2 Printer 3 Disk (MAILMERG.TXT) Your Choice _ To output to the screen enter [1 or F1]. You may stop printing by striking any key. Then resume printing by hitting [Y]. If you select [3] for disk file output to MAILMERG.TXT, you must enter a field terminator (check your word processor). (View the file from DOS with the [TYPE] command.) Since we learn best by doing, PLEASE TURN TO Appendix F and DO THE PRACTICE EXERCISES. Then return to this point for a detailed explanation of the Report Layout menu. MODIFYING REPORT LAYOUT Make sure the CHECKS file is loaded. Then select Report LAYOUT by hitting [4 or F4]. Figure 5.1 (pg 14) shows the screen containing all information for one report. Notice the menu line (bottom of screen). The titles in each section also list the function key required for addressing. For example, hit [F4] to address SORT. Let's discuss each screen section and explain how to modify and create report formats. -10- 5.0 REPORTS - F1 Line Format (see Figure 5.1 page 14) _________________________________________________________________ F1 LINE FORMAT The line format lists the information to be printed. Press [F1] and the menu line will read: F1 = Create New Format F2 = Edit Report Format Since it is easier to edit, let's press [F2]. The response is: #LINES= 1 EDIT L#(0=DONE)= _ Tap [1] and [Enter] to select line 1. P# to edit(0=DONE) = _ P# stands for position number and is the first column listed in the line format area (Figure 5.1, p 14). To address position 5 [FOR:], tap [5] and [Enter]. The next prompt is: F2=Change F4=Add After P# F6=Delete P# F9=Dictionary Tap [F6] to delete the entry for position 5. The next prompt is: P# to edit(0=DONE) = _ Wait until you read the note below to answer the above prompt. NOTE: To change the information at a given P# select F2 for change information. To add a line after a given P#, select F4 for ADD a new item. Pressing [F9] will reprint the DICTIONARY. Only 16 of 32 fields can be printed in the dictionary area. If there are more than 16 fields, pressing [F9] will display those fields. To return the DICTIONARY to the first 16 items merely press [F9] a second time. Now lets add [Deposit] to the report. Answer the P# prompt with [4] and then tap [F4] to select ADD. The next prompt is: Esc=Exit Tab Advance= _ The Tab Advance is the number of spaces to move the printer carriage before printing the field information in the report. The value for the first Tab Advance is usually zero (0). In this example enter [1] and hit [Enter]. The next prompt is: Esc=Exit Tab Advance= 1 Field#= _ When a valid field number such as [8] for [Deposit] is typed and terminated with [Enter], the next prompt (for NUMBER field types) will ask questions for SUBTOTALS. If the answer is [Y] a prompt will ask a question for AVERAGES. If the answer is [Y], the final prompt will ask for NONZERO averages. Nonzero averages do not -11- 5.0 REPORTS - F1 Line and F2 Page Formats (see Figure 5.1 pg 14) _________________________________________________________________ include zero values in the calculation of averages. This is useful for grade book applications. Exit with Esc. Then exit from the [P#] and EDIT LINE# prompts with zero [0] or [Esc]. To create a new line format, select [F1] from the bottom menu line. FASTFILE responds with the following message and prompt: This will create a new report. ARE YOU SURE?(Y/N) _ For the [Y] answer the screen is erased. A full dictionary is displayed with a report ruler (0-79) in green followed by: Tab Advance = _ There is no escape from this prompt. Data for at least one report item must be entered. The method of entering information is the same as changing or adding a new item. However as each item is added the field name is displayed below the green ruller. You may back up within an entry by hitting escape. An attempt from escaping from the Tab Advance prompt will result in the prompt: DO ANOTHER LINE? _ If your answer is [Y], you will be prompted for the next line of information. For [N], control is returned to Report LAYOUT. F2 PAGE FORMAT There are nine (9) page format items: 1 Print blank spaces. Most of the time it is desirable to print blank spaces. However, when printing address labels or for writing output to the disk for mail merge operations, blank space should not be printed. 2 Number Pages. 3 Space Between Records. 4 Print Lines per Page. 5 Total Lines per Page. If the total lines per page equal print lines per page, FASTFILE assumes mailing labels are being printed. At the appropriate time you will be ask to enter the number of copies (up to 255). 6 Eject page after subtotal break (if line printer selected). 7 Print blank lines. To conserve reporting space and to make the reports look more attractive it is often desirable to omit the printing of blank lines. 8 Print Report Title. In applications such as printing checks, it is desirable to not print a report title. 9 Print Field Headings. Refer to item 8. To select one of the items, hit [F2] and enter the corresponding line number. FASTFILE allows only [Y], [N], or numeric values in items 4 and 5. To exit from this function enter a line number of zero [0] or press [Esc]. -12- 5.0 REPORTS - F4 Sort Order, F5 Swap Formats, F6 Title _________________________________________________________________ (see Figure 5.1 pg 14) F4 SORT ORDER To change the sort order enter [F4] from the bottom menu line. The cursor will move to the sort order block and give the prompt: SORT ORDER OK? If the response is [N], FASTFILE erases the sort order and asks: SORT FIELD (0=DONE) _ If you enter a valid field number such as [4] for category the next prompt is: SUBTOTAL BREAK? _ Please answer [Y]. NOTE: This will cause the report to group all checks of the same category together and place a subtotal message at the end of the grouping (ie a "trailing subtotal break"). When relative fields are used in files (see DRBILING, INVOICE, GRADE_BK), a "leading subtotal break" is possible when the first sort field selected is field number 1. This allows the name and a heading to be placed before the data is printed. For leading breaks you may select the number of lines to the heading (1 to 5). The next prompt is: SORT FIELD (0=DONE) _ To sort by category and then by date, press [3] and [Enter]. The prompt is: SORT FIELD (0=DONE) _ This could continue until 5 sort orders are entered. Since only 2 are desired press [0] and [Enter]. The final prompt is: SORT ORDER OK? _ This provides chance to make a change. If everything is ok press [Y] followed by [Enter] or just press [Esc]. F5 SWAP FORMATS Press [F5] to swap report formats. To return to the original format press [F5] a second time. F6 REPORT TITLE A new report title is entered by pressing [F6] from the bottom menu line. If the title is selected in the page format section [F2], the title will be centered and printed with the report. -13- 5.0 REPORTS - F9 Dictionary ________________________________________________________________ F9 DICTIONARY The dictionary is shown on the extreme right of the FORMATS screen. It is listed by field number, field name, print width, and digits after decimal point for NUMBER fields. (For relative fields, the print width is shown inside square brackets [ ].) The first 16 fields are shown on the first screen. If there are more than 16 fields pressing [F9] will display them. Notice the name for field 32 is [BALANCE], which is the result of field 8 minus field 7 plus field 32. Field 32 can be defined or modified only when the number of records is zero. (Use CREATE or FIELD EDIT modes. These modes can be entered from the main menu by selecting [5 or 6]. If field 32 is used, the result of the computation is displayed on the FIND and ADD record screens. If a NUMBER field is selected for math functions, the math functions are displayed in place of the field name. However, the field name is displayed in the line format section when the field is selected for printing. Escape back to the main menu is accomplished by pressing [Esc] from the bottom menu line. ---F4 SORT ORDER ------| |F9 DICTIONARY 4 CATEGORY T | | 1 CHECK# 5 0 3 DATE | | 2 STATUS 1 | | 3 DATE 4 | | 4 CATEGORY 8 | | 5 TO:23 | | 6 FOR:23 | | 7 AMOUNT: 9 2 | | 8 DEPOSIT 9 2 --- F2 PAGE FORMAT ----|- F1 LINE 1 of 1 FORMAT --| 1 PRNT BLANK SPACES Y | Tab Fld S Last Field| 2 NUMBER PAGES? = Y |P# Adv # T Col Name | 3 SPACE BTWN RECDS= 1 | 1 0 1 5 CHECK# | 4 PRINT LINES/PAGE= 56 | 2 1 3 10 DATE | 5 TOTAL LINES/PAGE= 66 | 3 2 5 35 TO: | 6 EJECT AFTER BRK?= N | 4 1 7 Y 45 AMOUNT:| 7 PRNT BLANK LINES= Y | 5 1 6 69 FOR | 8 REPORT TITLE? = Y | | 9 FIELD HEADINGS? = Y | |32 BALANCE 9 2 | | 8- 7+32 ----------------------------------------------------------------- F6 GENERAL LEDGER / CHECKS SORTED BY CATEGORY AND DATE ----------------------------------------------------------------- F1=Line F2=Page F3=Report F4=Sort F5=Swap F6=Title F9=Dict Esc Figure 5.1 Report Format Screen For CHECKS File -14- 6.0 MODIFYING THE RECORD TEMPLATE _________________________________________________________________ FASTFILE provides a convenient way to: 1. Add and delete fields (with and without records present) 2. Modify field names 3. Change field lengths 4. Adjust screen placement of fields 5. Change position of decimal points 6. Modify math functions (when records not present) 7. Edit names in TABLE fields. Enter Field Edit mode from the main menu by pressing [5 or F5]. FASTFILE responds by displaying the record template: CHECK# 1 _____ STATUS 2 _ DATE 3 ____ CATEGORY 4 ________ TO: 5 ____________________________ FOR: 6 ____________________________ AMOUNT 7 ________ DEPOSIT 8 ________ EDIT FIELD#(0=DONE) _ To illustrate the FIELD EDIT function, change the name of field #1 from [CHECK#] to [CHK#]. To do this hit [1] and [Enter] to answer the above prompt. FASTFILE responds with: Edit=F1 Add after=F4 Delete=F6 Esc Hit [F1] to display the field specification template: FIELD TYPES: 1 = Alpha/Numeric 3 = Table 4 = Date 5 = Number 7 = 0-255 Field# 1_ Type 5_ Name CHECK#___ Column# 3_ Row# 2_ PWidth 5_ Dcml PL 0 Since the Field# and field Type cannot be changed in Edit mode, the cursor is positioned to the Name field. To change the name type [CHK#] followed by [Enter]. Then, continue to press [Enter] until the record template is again displayed. Column# and Row# give the Name screen position. Valid Column#'s range from 1 to 60. Columns 60 to 80 are reserved for HELP and TABLE screens. Valid Row# range from 2 to 21. PWidth stands for the print width of the field and Dcml PL stands for digits after decimal point for NUMBER fields. Acceptable values are 0 to 4. -15- 6.0 MODIFYING THE RECORD TEMPLATE Continued ________________________________________________________________ After entering [0] and [Enter] to terminate editing of field specifications, the first of two TABLE fields are displayed on the right side of the screen as indicated below: CATEGORY table 1 AUTO 17 17 2 B-DOGS 18 RANCH 3 CLOTHES 19 STUDIO 4 DISPOSAL 20 TAXES 5 ELEC 21 TITHING 6 FOOD 22 UTILITY 7 GAS 23 WATER 8 HOUSE 24 24 9 INSUR 25 25 10 10 26 26 11 11 27 27 12 LEISURE 28 28 13 MEDICAL 29 29 14 14 30 30 15 OTHER 31 31 16 PHONE 32 DEPOSIT EDIT LINE(0=DONE) = _ Any table value can be changed by entering the number. The cursor will move to the line number, blank the line, and wait for new information (which is terminated with [Enter]). After pressing [0] and [Enter] to escape from the first category table, a second table is displayed if it is specified. Finally, if the record count is zero, an opportunity to modify the definition of math fields is given along with a chance to change the calculat- ion order of field 32. PRACTICE EXERCISE (Create your own check book file) Using the CHECKS file as a starting point, create your file and call it "MYCHECKS". Change the [B-DOGS] category to [Building]. type remark =============== ===================================== a [7] Select Get NEW Database from MAIN menu. b [2][Enter] Load the CHECKS file. c [6] Select Create File Mode from MAIN menu. d [MYCHECKS][Enter] New file name. e [1][Esc] Duplicate File Design,Esc to MAIN menu f [5] Select Field Edit Mode from MAIN menu. g [0][Enter] Answer "Field Edit" question. h [2][Enter] Address Table 2 position. i [Building][Enter] The new Category name. j [0][Enter] Answer "Edit Line" question. k [0][Enter] Answer "Math Field" prompt. l [N] Answer "Field 32" question. -16- 7.0 CREATE NEW FILE STRUCTURE _________________________________________________________________ GENERAL CONSIDERATIONS Before creating a new file, consider the following points: 1 Is the current file saved from memory to disk? FASTFILE's SAVE command is probably the most important command, because all memory is lost when the computer is shut off or when a new file is loaded or created. 2 Can an existing file and report structure be used? It's a simple procedure to erase data and name a new file using an existing structure (see pg 16, 18). File names beginning with two digits but identical other- wise (ie. 90CHECKS, 91CHECKS) invoke the search & report across files feature. THIS FEATURE SHOULD BE USED FOR ALL CHECKBOOK, BILLING, AND INVOICE APPLICATIONS. 3 What are the names of fields to be used? Design the record format using a form similar to Figure 7.1 (pg 20). Remember names must be limited to 8 characters and up to 31 fields are allowed. 4 What field types should be used? Appendix A presents typical uses of each field type. 5 What are the maximum field lengths for each field? The maximum number of characters for alphanumeric fields is 31/49 for relative/non relative records. For numeric fields the max is 11 (including sign and decimal point). 6 Is it possible to abbreviate? Shorter alphanumeric fields take less memory and allow more records. 7 If you will be entering data from hand written forms, make sure the forms field order agrees with FASTFILE's field order. For example, if you are entering gradebook data, the columns from the grade book should be in the same order as those used in the FASTFILE data entry screen. 8 What type(s) of report(s) are required? Take time to design one or more reports as shown in Figure 7.2 (p 21). The 80 column screen/printer width must be considered in designing your reports. If the column heading option is selected in the PAGE FORMAT, FASTFILE selects the field names for column headings. Page breaks are eliminated for mailing labels by setting lines printed per page equal to the total lines per page. To enter the FILE CREATE mode, hit [6 or F8] from the main menu. FASTFILE responds with the following message and rings the bell: -17- 7.0 CREATE NEW FILE STRUCTURE Continued ________________________________________________________________ FILE NAME = _ If you Haven't saved your file hit [Esc] If the file has been saved to the disk, enter the new file name and press [Enter]. FASTFILE will respond with: A NEW FILE IS CREATED BY: 1 Duplicating this design 2 Creating a NEW design 3 Exit, memory file was renamed Your Choice = _ [1] DUPLICATING THIS DESIGN (for your records) For non-relative records, control is transferred directly to the INPUT FROM menu when your choice is [1] to the above prompt. If relative records are used (without gradebook) and if field 32 is used to calculate Balance DUE, the following menu will appear: DELETE RECORDS 1 All 2 Just Dependent Records 3 If Bal Due=0 Your Choice: _ If your customers remain the same from month to month, choosing option 2 will carry forward the previous balance. Control goes to the INPUT FROM menu for ADD RECORDS. [2] CREATING A NEW FILE DESIGN (for your records) Planning pays dividends. Remember the saying "pay now or more later?" FASTFILE's easy-to-use features can be off-set by poor planning. Fields can be added and deleted with data present but it takes extra time. Do not hurry the planning process. Re-read and study the general considerations presented at the beginning of this section. Get out paper and pencil to design both screen and report formats. Then pause to visualize how the information is to be used. If others are involved, discuss the purpose of the database with them. Then make corrections to meet the real users requirements. To illustrate how to create a new file, consider a high school teacher's problem. A fire in the Arts and Craft Room focused attention on the importance an inventory. Before insurance could be collected, an inventory was required. After the fire, school administration required a maintained inventory. The first (hand written) inventory was 55 pages long. It was time consuming to locate items. FASTFILE was selected to solve the problem. -18- 7.0 CREATE NEW FILE STRUCTURE Continued ________________________________________________________________ The items were reviewed and a symbol abbreviation selected. Type and locations codes were assigned. Figure 7.1 and 7.2 show the screen and report designs. Computer entry time was saved by discussing and visualizing procedures required for collecting, entering, and reporting information. This application is ARTINV.FFF on the distribution disk. You may use this structure by loading the file and deleting the records as previously discussed. To gain experience in creating a new new file, follow the instructions that follow. Make sure FASTFILE is in CREATE mode by pressing [6 or F6] from the main menu. Enter the new file name of [INVENTRY]. Note only 8 characters may be used in a file name, and that an extension is not allowed. FASTFILE places the extension [.FFF] at the end of the file name. Then hit [2] to create a new design. Finally, FASTFILE will ask [RELATIVE FIELDS?]. Answer [N]. Refer to the form design (Figure 7.1,p 20) for input information. The data for field #1 are: Field# = 1 Field Type = 5 (a NUMBER field) Name = PART# * Column# = 2 * Row# = 2 Print Width = 7 Decimal Pl = 0 *NOTE: FASTFILE will compute suggested values for the screen positions (Column# and Row#). Answer the question [Do Another Field?(Y/N)] with [Y]. Continue with the input process until the last field information is entered. Terminate field entry by answering the question [Do Another Field?] with [N]. FASTFILE will respond by requesting the number of fields (1-3) for the primary key. For this application, the number of primary key fields is 1. (The part number identifies an item.) Please answer the question with [1] and hit [Enter]. FASTFILE responds by displaying the record format in FIELD EDIT mode as discussed in section 6. At this point you should be able to follow FASTFILE's prompts. After answering [0] to the [EDIT FIELD#(0=DONE)] question, you will be asked to enter the 32 category items for the TABLE field. For this example, make up names and edit them as you wish. When you complete this task, FASTFILE will will ask if NUMBER fields are to be reserved for MATH functions. Answer [N] to the prompt. In addition answer [N] to the field 32 question. (Screen display computations are not needed.) Then return to the MAIN menu by hitting [Esc]. -19- 7.0 CREATE NEW FILE STRUCTURE - Create New Report ________________________________________________________________ FASTFILE SCREEN DESIGN FOR Art Inventory Column# 1 2 3 4 1234567890123456789012345678901234567890123456 R 2 Part# _______ Type ________ 2 Type Table o 3 3 1 Bk-H w 4 Qty ___ Unit _____ Locn ____ 4 2 Bk-Mg # 5 5 3 Bk-P 6 Desc1 ______________________________ 6 4 Brush 7 7 5 Ceramics 8 Desc2 ______________________________ 8 6 Clay 9 9 7 Craft 10 $Rcost ________ 10 8 Dye 11 11 9 Furn 12 Yr-P __ 12 10 Glaze 13 13 11 Ink 14 Spare ______________________________ 14 12 Jewelry 15 15 13 Kiln 1234567890123456789012345678901234567890123456 14 Lap 15 Leather ____ Field ____ Column# Row# Print Dec Math Opr 16 Magazine # Type* Name Width Pl 17 Paint 1 5 Part# 2 2 7 0 18 Paper 2 3 Type 28 2 8 19 Pencil 3 7 Qty 4 4 3 20 Pens 4 1 Unit 14 4 5 21 Print 5 1 Locn 28 4 4 22 Supplies 6 1 Desc1 2 6 30 23 Tool 7 1 Desc2 2 8 30 8 5 $Rcost 2 10 8 2 9 1 Yr-P 3 12 2 10 1 Spare 2 14 30 *Field types: 1 Alphanumeric 2 Relative 3 Table 4 Date 5 Number 7 0-255 Figure 7.1 CREATE NEW REPORT Please hit [Esc] enough times to exit to the MAIN menu. Then select [4 or F4] to enter Report LAYOUT. A screen similar to Figure 5.1 (page 14) is displayed. Entering the design will be easy because most of the work was done in the planning stage. -20- 7.0 CREATE NEW FILE STRUCTURE - Create New Report Continued ________________________________________________________________ Press [F1] to enter LINE FORMAT mode, and answer the first prompt with [F1] to select a NEW format. After you answer [Y] to the [ARE YOU SURE?] prompt, the LINE FORMAT area will clear and display the prompt shown below. Please refer to Figure 7.2 for input information. The input information for the first few prompts are indicated in brackets. Tab Advance= [0][Enter] Field# = [1][Enter] Subtotals? [N] Tab Advance= [1][Enter] Field# = [5][Enter] Tab Advance= [1][Enter] Field# = [3][Enter] (continue until data for field 8 is entered) Tab Advance= [Esc] Add Another DataLine? [Y] Tab Advance = [24][Enter Field# = [7][Enter] Tab Advance = [Esc] Add Another DataLine? [N] The cursor should be at the bottom menu line. The SORT order may be selected by pressing [F4]. (Sort order instructions are found in section 5.0 REPORTS, page 13). Hit [F2] to select PAGE Format and answer [N] to the [7 PRNT BLANK LINES?] prompt. When finished with the return to the main menu by hitting [Esc]. FASTFILE REPORT DESIGN FOR Art Inventory 1 2 3 4 5 6 123456789012345678901234567890123456789012345678901234567890123 1 1 2PART# LOCN QTY UNIT DESC1 YR $RCOST2 3 DESC2 3 4_______ ____ ____ ____ ______________________________ __ ______4 5 ______________________________ 5 6 6 123456789012345678901234567890123456789012345678901234567890123 Line# TAB Field# Sub Field Adv Tot Name Y/N 1 0 1 N PART# 1 1 5 _ LOCN 1 1 3 _ QTY 1 1 4 _ UNIT 1 1 6 _ DESC1 1 1 9 _ YR 1 1 8 _ $RCOST 2 24 7 _ DESC2 Figure 7.2 -21- 8.0 LOAD, SAVE, and DELETE FILES _________________________________________________________________ LOADING FILES Files (or preprogrammed applications) are loaded by hitting [7 or F7] from the main menu. A screen such as the one below is given: Choose an Existing Database FILE 1 ArtInv 2 CHECKS 3 Clients 4 DrBiling 5 FASTquiz 6 GradeBk2 7 Invoice 8 Software YOUR CHOICE = _ or Choose A,B,C=Disk Drive D=DIR change S=Save 0=Menu FASTFILE displays up to 32 applications in alphabetical order. If changes have been made but not saved to disk, the bell beeps and you are told to hit [S][Enter]. A file is loaded by typing the number corresponding to the file name and [Enter]. After loading the file, FASTFILE displays the main menu. SAVE/DELETE FILE Save is the most important FASTFILE command. All memory is lost when the computer is shut off, or when a new file is loaded. The SAVE/DELETE mode is entered by hitting [8] from the main menu and the screen below is displayed: File Name #Recds/Bytes left 1 Save 2 Delete ESC Exit YOUR CHOICE = _ If you choose to save the file, hit [1 or F1]. After saving the file FASTFILE displays the message: File was saved. Press Enter to Continue If you choose to DELETE the file hit [2 or F2], and the following message is given: File Name #Recds/Bytes Remaining Are You Sure? _ You must enter [Y] to delete the file. If you answer [Y] the file is deleted and control is transferred to Load File. The new list of files is displayed as indicated in LOADING FILES. NOTICE: Both the CHECKS and FASTquiz demonstration files cannot be SAVED or Deleted. To modify and/or use these designs see the exercises on pg 16 and pg 18. -22- APPENDIX A. FIELD TYPES _________________________________________________________________ (Read if creating a new file). FASTFILE uses special memory compaction techniques to increase search and sorting speeds. The compacted files also conserve disk storage space. They minimize the time required to load, save and copy files. In many applications FASTFILE will require only 30% of the storage space indicated by the input screen. The six field types shown in the table below compare the maximum number of bytes apparent on the input screen to the number of bytes used. For example, the TABLE field shows up to 16 bytes available but only a single byte is used. MAX BYTES BYTES FIELD TYPE APPARENT USED 1 Alphanumeric 31* bytes entered+1 2 Relative Alphanumeric 1st Record 31 bytes entered+1 records in seq. 31 1 3 Table 16 Categories 16 1 32 Categories 8 1 extra entries 9 or 17 9 or 17 4 Date 8 2 5 Number 11 4 6 Not used 7 0 -255 3 1 * 49 bytes if relative records are not used. ALPHANUMERIC FIELD The characters available to you from the keyboard are called Alphanumeric. The characters [*] and [?] should not be used for field data because they are used to define FIND (or Select) criteria. In addition, you cannot use the function keys. Alphanumeric fields can be used for names, numbers that do not require calculations, and dates. Alphanumeric fields have variable lengths up to a maximum of 31 (or 49) characters. It is wasteful of your time and of computer memory to enter more information than necessary to convey the meaning. For example, suppose you are entering data in the CLIENT file and you have a friend that lives at 1234 Chestnut Avenue #A5. The Post Office will deliver the letter if it is addressed [1234 Chestnut#A5]. This conveys the meaning and saves 7 bytes. It also saves you time in entering and reading the information. Remember your computer screen allows only 80 characters a line. If you exceed this limit you are forced to use another line (or use compressed printing). Make reports easy to read. Omit useless information! Please design reports before setting alphanumeric field lengths. -23- APPENDIX A. FIELD TYPES - Relative Alphanumeric, Table _________________________________________________________________ RELATIVE ALPHANUMERIC FIELD The relative field provides many useful features while conserving memory and reducing the amount of work to enter data. RELATIVE FIELDS USED IN EXAMPLE APPLICATIONS ------------------------------------------------ Example Required Fields Optional Fields ------- --------------- --------------------- Field1 Field2 # Name # Name ------- ------ -------- --------- GradeBk2 Lname I Pg# 3 Yr L# S# Invoice Invoice# Item# 3 Date 4 Taxable 5 TypeSale If relative fields are used, field 1 must be relative and field 2 must be of the 0-255 type. Other fields in the database may be defined as optional relative fields, as shown in the above table. The first (parent) record of the sequence has zero (0) for field 2. The highest possible sequence number is 255. Records of a sequence reference the first (parent) record for data. Fields 1 and 2 are the primary key fields. They cannot be edited. Other relative fields may be edited when the parent record is selected. When other records of the sequence are selected, the cursor will automatically pass by relative fields. However, the fields will appear as if they have data. You may wish to visualize the information in the first record as heading information. Deleting Relative Records All relative records in a sequence are deleted by deleting the first (parent) record. To protect against accidental record loss, FASTFILE displays: [x] RECORD(S) TO DELETE? _ after the delete command is issued. An escape is allowed by answering [N or Esc]. A [Y] answer deletes the records. A single record is deleted if it is not the parent record. Creating Relative Records The first CREATE Mode question is [Select Relative Fields?(Y/N)]. For a [Y] answer, fields 1 and 2 are automatically entered. The default field names are [Lname I] and [#]. [Lname I] stands for last name with Initials. The names of these fields and the print width of field 1 may be changed in FIELD EDIT mode. TABLE FIELD Table fields are very useful for displaying and entering category information such as services rendered by a doctor, scouting award or who to distribute money to for a consignment based business. -24- APPENDIX A. FIELD TYPES - Table, Date, Number ________________________________________________________________ The CHECKS file uses a TABLE field to display general ledger categories such as AUTO, CLOTHES, FOOD, etc. Two TABLE type fields per record are allowed with a print width of either 8 or 16 characters. With eight (8) characters, 32 categories may be entered. With 16 characters, 16 categories may be used. FASTFILE will allow additional categories but the new categories will not be displayed in the TABLE of names. If the report uses subtotal breaks, the new categories are grouped with optional subtotals, totals, and averages. The values in a TABLE may be edited with FIELD EDIT mode from the main menu. Caution is advised. A name change of a category will occur in all records that reference the corresponding position in the category table. The TABLE field saves data entry time, and uses only 1 byte of memory for screen displayed items. For categories not displayed, the field appears as a regular alphanumeric field. DATE FIELD The DATE field uses the fixed format of YR-MM-DD and 2 bytes. This format is useful for editing and searching information. If an application requires a format such as xxJAN9_, an alphanumeric field should be used. It will cost six (6) more bytes. In many applications, it is not necessary to enter the year, because the file will be for an entire year. To sort by date it is necessary to enter information as either MMDD or YR-MM-DD. When the cursor is moved to a DATE field in ADD or EDIT modes, FASTFILE allows automatic entry of today's date by typing an [A]. (The menu line will show [AUTODATE=A] in red.) NUMBER FIELD The number field uses 4 bytes. The largest number is plus or minus 2,147,483,648 which is 2 to the 31st power. During CREATE and FIELD EDIT modes [selections 5 and 6 from the main menu] FASTFILE asks for the print width, and number of digits after decimal point. If 2 digits after decimal point are selected, the largest number is 21,474,836.48. FASTFILE actually limits this to 9,999,999.99. (If the print width is too small to print all digits, FASTFILE prints [*******].) A large number as well as zero [0] will occupy 4 bytes. If entry of non-numeric informat- ion is attempted in a NUMBER field, the bell will beep. Field Calculator Any time the cursor is moved to a NUMBER field during EDIT and ADD modes, the menu will show [Calculator=C] in red. If [C] is entered, the cursor will move to the bottom line, print the field -25- APPENDIX A. FIELD TYPES - Number, 0-255 ________________________________________________________________ name, and wait for data. For example, suppose it was necessary to calculate the Washington state sales tax for $54.21. The entry is 5421x78/1000[Enter] The result of 4.22 is entered in the field. This feature is very useful for insurance adjustment calculations (medical billing). Automatic Field Calculations The NUMBER field can be used to do multi-statement arithmetic. The option to enter this information (or to edit it) is given during CREATE mode (or during FIELD EDIT) when the number of records is zero [0]. For example, suppose field 5 is a number field that contains the quantity of goods sold; and field 7 contains the unit price. If field 8 is reserved for total price, the calculation of 5x7 would be specified for field 8. The math operation is executed when the record is saved to memory. Fields selected for MATH functions cannot be addressed during ADD and EDIT modes. Up to 9 NUMBER fields can be specified for MATH calculations and up to 8 items can be included in a calculation. Valid math operators are [+,-,x, and /]. An operator of [+] is assumed for the first entry. Field 32 Field 32 is a special NUMBER field that always prints to the screen. A report may also print this field. For relative fields, Field 32 is cleared when a new sequence is referenced. Then, a calculation for all records in the sequence is done and the result displayed. This is convenient for displaying [BAL DUE] values in billing and invoice applications. For records that are not relative, Field 32 is cleared when the record count is zero. Specifications for Field 32 are entered during CREATE FILE and FIELD EDIT modes (items 6 and 5 from the main menu). The default print width is 11 characters with 2 digits after the decimal point. The normal values are taken from the first field in the calculation. For example, if the calculation were [8-7+32], the print width and digits after decimal point for Field 32 are taken from field 8. 0-255 FIELD This field type uses a single byte to store a number ranging from 0 to 255. A print width of 3 is automatically set by FASTFILE and no math functions are allowed. This field type is used for the sequence number for RELATIVE fields. It is also useful for specifying status information. For example, [0] may mean cleared and [1] may mean not cleared. -26- APPENDIX B. Screen Design for the Invoice File _________________________________________________________________ Invoice for Consignment Business (Art Gallery) Column# 1 2 3 1234567890123456789012345678901234567890123456 R 2 Invoice# ________ Itm# ___ 2 o 3 3 Money To table w 4 Date ____ Taxable? _ TypeSale ____ 4 1 Adams # 5 5 2 Benham 6 Qty ___ Descript _________________ 6 3 Birch 7 7 4 Burgess 8 $ Each ________ 8 5 Druse 9 9 6 Elsworth 10 $ Total __________ 10 7 Fellows 11 11 8 Fry 12 Money To ________ 12 9 French 13 13 10 Gross 14 14 11 Haren 15 15 12 Johnson 1234567890123456789012345678901234567890123456 13 Kays 14 Leonard __ Field ______ Column# Row# Print Dec Math Opr 15 Mathews # Type* Name Width Pl 16 Mills¥ 1 2 Invoice# 2 2 8 17 Nehr 2 7 Itm# 36 2 3 18 Newtson 3 2 Date 6 4 4 19 Petty 4 2 Taxable? 18 4 1 20 Pratt 5 2 TypeSale 31 4 4 21 Reinicke 6 5 Qty 7 6 3 0 22 Reise 7 1 Descript 18 6 17 23 Rettig 8 5 $ Each 4 8 8 2 24 Ross 9 5 $ Total 3 10 11 2 = 6x8 25 Taylor 10 3 Money To 2 12 8 26 Schuster 27 Tax 32 5 BAL DUE = 9 + 32 28 Wilson *Field types: 1 Alphanumeric 2 Relative 3 Table 4 Date 5 Number 7 0-255 NOTICE Fields 1, 3, 4, and 5 are relative [field type = 2]. This saves entry/editing effort and conserves memory. If any value in these fields change, you can change it in all records by editing the master record [Itm# = 0]. -27- APPENDIX C. APPLICATION NOTES - CLIENTS and FINDME ________________________________________________________________ CLIENTS Debra Goodwin, Sr. Sales Coordinator, Amera Natural Nail Care says: "FASTFILE keeps track of my client database, bookkeeping, and mailing list. It's so easy to use and is user friendly." The CLIENTS application is just one of the programs Debra uses in her business. This application is useful for both the office and home to track name, address, phone numbers, and special remarks. The exercise below illustrates how to print mailing labels. LOAD CLIENTS AND PRINT 1 MAILING LABEL FOR EACH NAME type remark ======= ========================================== a [7] Select LOAD mode from MAIN menu. b [?][Enter] Select CLIENTS c [4] Select FORMATS. Verify the "F1 Line Format" reads "1/3". If not hit [F5] to select and display the SWAPPED format. d Note the "F2 PAGE FORMAT" shows [N] for items 1,2,6,8 and 9. It shows 4 spaces between records and the printed lines per page equal the total lines per page. e [F3] Go to REPORT. f [1][Enter] Answer to #Labels/Recd question. g [F1] Select all records. h [1] Screen output. Then return to MAIN menu Any file can be used to print mailing labels if the "F2 PAGE FORMAT" values are set correctly. FINDME Many people have the need to find items. My wife had hundreds of glaze bottles for use with her ceramics hobby. In time, it was easier to buy a new bottle of glaze, because it was too hard to locate the ones she had. The problem was solved by marking the location of each bottle. (For example, BX4 42 stands for BOX 4, Column 4, row 2.) The part number, name of glaze, and location were then entered into the FINDME application. After all items were entered, a sorted report grouped them by part number. She found up to 7 duplicates stored in various locations. She can now find what she has in stock. If this story sounds familiar, you will find this application useful. FIND THE DESERT TURQUOISE GLAZE BOTTLES (PART# = CR 806) type remark ========== ============================================ a Load the FindMe file. b [3] Select REPORT from MAIN menu. c [CR 806][F1] Part# and Find command d [1] Screen output. Note: 5 bottles stored in different locations & return to MAIN menu. -28- APPENDIX C. APPLICATION NOTES - Invoice and Payroll _________________________________________________________________ INVOICE The invoice application is designed for a consignment business (an art gallery). The business operator must distribute sales income to artists and tax at the end of the month. A table field [MONEY TO] is used for this purpose. The table field saves data entry effort and memory. It defaults to a regular alphanumeric field. In simpler terms, you may enter a name like [Alford] even though it does not appear in the list of names. The INVOICE screen design is given in Appendix B,page 27. Billing and accounts payable applications use invoices. Businesses like to design to their specific needs. For example, a used clothing store uses a simpler invoice. It does not require the number of fields and they have at least 2000 sales per month. A printing business uses a more complex invoice. The DrBiling application is another example. If you need help designing your own invoice, call Monte Benham. For a fee, he will develop an invoice to your specification. Please work the exercise below: DISPLAY THE DISTRIBUTION REPORT FOR TAX TO THE SCREEN type remark ======= ===================================== a Load the Invoice file. b [3] Select the REPORT mode. c Move the cursor to [MONEY TO] d [22][F1] Select Tax and Find the records e [1] Screen output. Then return to MAIN menu. PAYROLL The Payroll file can be ordered by registered FASTFILE users. It handles local, state, federal, FICA, and two fixed deductions. You may track vacation and sick time. It accommodates overtime. Tax rates are user entered. The program does not require service or periodic updates. A company with up to twenty employees will find this application useful. The reports print summary pay stubs, and other employee summary reports. Although many small companies find it more convenient to hand write their own checks, FASTFILE might be used for check writing. PRINT SUMMARY PAY STUBS type remark ====== ================================================ a Registered FASTFILE users can load PAYROLL. b [3] Select REPORT mode. c [F1] Select all records. d [1] Screen output. e [1] Normal Report. Then return to MAIN menu. -29- APPENDIX C. APPLICATION NOTES - Teacher's Gradebook _________________________________________________________________ Larry Howell, a Lap Math Teacher at Park Middle School says: "I found FASTFILE to be the most effective individualized grading program I've used and I have tried several other programs." With FASTFILE the student/parent can receive assignment lists and grades before poor work slips are issued. This gives the student an opportunity to find assignments or complete assignments. Many teachers have given up on gradebook programs, because they take too much time and effort. FASTFILE'S eye-blink speed, single disk operation, and simple data entry procedures corrects that problem. To set up a grade book the teacher selects the number of grading periods per quarter, and types in the student names. One report prints the class roster. Grades are recorded on the roster, and transferred to the computer at a convenient time. The unique averaging of non-zero grades gives the teacher an opportunity to obtain averages of special assignments that are not due every period. A complete report of student progress can be printed for distribution to the student or parent(s) as illustrated below. Appendix G shows how to create your own Gradebook file. Please work the following exercises to get a feel for the program. If you need help you may call Monte Benham. LOAD THE GRADEBOOK APPLICATION AND DISPLAY A CLASS ROSTER type remark ======== =============================================== a Load GRADEBK2 file b [4] Select FORMATS. Look to the middle top of the screen. It should read: F1 Line 1 of 1 Format. If it's 1 of 5 (indicating the current display is line 1 of 5), Hit [F5] to SWAPPED reports. c [F3] Go to REPORT d [Enter] Move the cursor to [Pg#] e [0][F1] Select 1st Page for all students. Note: FASTFILE must start numbering the pages with 0. So the first page is Pg 0, the 2nd page is Pg 1 etc. f [1] Screen output g [Enter] Return to the MAIN menu when done DISPLAY A REPORT OF John Adams PROGRESS FOR FIRST 4 Weeks. type remark ========= ================================================ a [4] Select FORMAT from MAIN menu b [F5] Select the Swapped report. (This report has 5 lines so the middle of the screen should display: F1 Line 1 of 5 Format. If it does not Hit [F5]. c [F3][1] Select REPORT mode and normal report d [Ad*][Enter] Wild Card Search Adams,John e [<1][F1] Take all pages less than 1 f [1] Select screen output. This report is useful for student or parent conferences. g [Enter] Return to the main menu. -30- APPENDIX C. Scout Master and Software, Video tapes, etc _________________________________________________________________ SCOUT MASTER S_MASTER is dedicated to Mr. Ed Garrett who helped my sons and at least 50 other young men earn the rank of eagle. With Ed's help this application was developed. It is available to registered FASTFILE users. PRINT A PROGRESS REPORT FOR ALL SCOUTS type remark ====== ================================================ a Load S_MASTER b [3] Select REPORT. c [F1] Select all records. d [2] Select the printer. e [Y] Answer to printer on question. f After report is finished return to the main menu. PRINT REPORT OF BOYS WHO HAVE EARNED 1st CLASS type remark ====== ================================================== a [4] Select FORMATS. b [F5] Swapped report fromats c [F3] Go to Report d Move the cursor to [AWARD] e [4][F1] Select 1st Class and FIND all records e [1] Screen output f After report is printed return to the main menu. There are many other report possibilities. This application is designed to make the job of scout master easier. SOFTWARE, VIDEO TAPES, ETC. Category Table List items by name, category, and location. 1 Business &Finance A category table pops up for screen display. 2 Church &Religion Assign a category table and storage location 3 Communications that suits your needs. This program is use- 4 Database ful for items such as software, VCR tapes, 5 Educat'n-Teacher and etc. 6 Games 7 Graph-Draw-Paint This is an ideal program for computer clubs 8 Home with thousands of disks in their inventory. 9 Language-Prgm'g You can inport an ASCII file to FASTFILE 10 Math-Sci-Engr and then assign categories with as few as 2 11 Music key strokes. 12 New [This Month] 13 Other Here is the simple screen design. 14 Spread Sheets 15 Utilities DiskName __________________(Alpha field) Category _______________ (Table field) #Disks ___ (0-255 field) StorLocn _______ (Alpha field) Remark __________________(Alpha field -31- APPENDIX C. APPLICATION NOTES - DrBiling _________________________________________________________________ Dr. David L. Adams, M.D. wrote: "I have looked at several different software packages ranging in price from $300 to $10,000 for use in my medical practice. FASTFILE appears to have all the capability to do my billing and day sheet reports. It also will be useful for other applications such as Inventory, and Accounts Payable. FASTFILE may not have all of the features of the more expensive systems, but it does what I want it to do and is very easy to use. I do not hesitate in recommending it to others." Registered users can obtain DrBiling, S_Master, Payroll, Deli, and other invoice applications which can be used for billing. In some sense the teachers gradebook and scout master can be looked at as billing applications. They show student accomplishments and scout awards earned with the expected date of next advancement. If you do not find an application that suits your needs, merely design you own. Appendix B contains an example screen design. If you need help contact Monte Benham. Or for a fee, he will design your applications to your specifications. All billing applications have two items in common. They use a "leading" subtotal break to place information from relative records (ie name and address) at the beginning of the report. Billing applications will then use a "trailing" subtotal break for summary reports (such as the doctors' DAY report). PRINT THE BILLS WHERE THE INSURANCE ADJUSTMENT > 0 type remark ============ =========================================== a Registered FASTFILE users may load DrBiling. b [3] Select Report Mode from MAIN menu. c Move the cursor to [ADJUSTMENT] d [>0][F1] Select and then Find the Records e [2] Select printer output. Spacing is set so bill may be folded with the name and address appearing in the envelope window. PRINT THE DAY REPORT FOR JANUARY 18, 1990 type remark ============ ============================================== a [4] Select FORMATS from the MAIN menu. b [F5] Select the SWAPPED report format. c [F3] Go to report mode. d Move the cursor to [DATE] e [900118][F1] f [1] Screen output. Then return to the MAIN menu. CREATE A NEW FILE FOR NEXT MONTH'S BILLING type remark ============ =========================================== a [6] Select CREATE file mode from the MAIN menu. b[02-91Bil][Enter] The new file name. c [1] Use same file design. d [Y] Zero records if BAL DUE=0. e [Esc] Exit to MAIN menu. Don't forget to save it. -32- APPENDIX C. APPLICATION NOTES - General Billing _________________________________________________________________ GENERAL BILLING Many business bill the same customers each month for services. For example, a local gymnastics club provides: Balance Forward** Recreation Gym Payment, Thanks Registration Meet Fee's Sales Tax USGF Team Sports Modify the DrBilling file for this application. type remark =================== ========================================= a Load DrBilling file b [6] Select Create File Mode c [01-91Bil][Enter] New file name d [1][1][Esc] Duplicate, delete all recds, Main Menu e [3][Enter][F1] Select Field 3 for edit f [Enter][Student][Enter][Enter][Enter][Enter] g [4][Enter][F6] Delete field 4 h [8][Enter][F6] Delete field 8 i [0][Enter] Done with field edit j {Change service table to suit application Make 1st Item Balance Forward. See ** below.} k [0][Enter] Done with service table l [0][Enter] Done with Cty, ST-Z table m [0][Enter] Done with Math field n [Y][$ BalDue][Enter] o [6-7+32][Enter] Field 32 calculation for screen display Modify the Report to Include $BAL DUE (Field 32) type remark ==================== ======================================== a [4] Select Formats Mode b [F1][F2][4][Enter] Edit line 4 c [6][Enter][F2] Select Position 6 for NEW entry d[1][Enter][32][Enter] New values for Position 6 e [Esc][Esc] Return to Format Menu Line f [F6][Name-Address][Enter] g [Esc] Return to Main Menu h [8][1][Enter] Save the file! After adding records and issuing statements, it is necessary to create a new file for the next month's billing as indicated. type remark =================== ======================================== a Load last month's file b[6][02-91Bil][Enter] Select create mode, new file name c [1][2][Esc] Duplicate, delete dependent recds, Exit d [8][1][Enter] Save the NEW file! ** Fastfile assumes the parent record contains Balance Forward -33- APPENDIX D. FASTFILE FEATURES with Questions and answers ________________________________________________________________ GENERAL DATA ENTRY Add and delete fields Y Keyboard + last recd added Y Re-use templates Y Duplicate record protection Y Multiple user files/disk Y Input error checking Y 1 disk without swapping Y Automatic date entry Y Same screen Add,Edit,Find Y Math calculator Y Help screens Y Edit access last recd added Y Min requirements DOS 2.0+ Screen Dsply of Table fields Y # dec digits (4 bytes) 9 Global functions Y RECORD SPECIFICATIONS REPORT SPECIFICATIONS All fields indexed Y Full screen create/edit Y Variable record length Y Leading or trailing breaks Y Number of bytes/file 59K+ 5 level instant sorting Y Max no. bytes/record 256 Print choice of blank spaces Y Avg Bytes/recd (CHECKS) 35 Print choice of bland lines Y Ext Max recds (CHECKS) 1600+ Max labels from one record 255 Max fields/recd 32 Column subtotals/averages Y Multiple statement Math Y Choice for nonzero averages Y Number of field types 6 # Memory resident reports 2 Relative records Y Printers- Any supported by DOS FREQUENTLY ASKED QUESTIONS How large is the program? ANSWER: 15,000 lines of assembly language or 35K bytes. What computer will run versions 1,2,3, and 4? ANSWER: Version 1 was written for a 48K APPLE II to track the membership of a 500 member church congregation. Version 2 was a learning experience. Versions 3 and 4 were written for the C-64. Version 5 is for the IBM PC and compatibles. It has many enhancements when compared to earlier versions. Why is FASTFILE so FAST? ANSWER: FASTFILE only uses the disk to load and save files. Program and data are memory resident. All operations are carried out at maximum speed using assembly language. Instant sorting is also done automatically during data entry and report writing. Will FASTFILE allow the use of a hard disk? ANSWER: Yes. If you wished to store the name, address, phone number, and city with a zip code for the residents of the state of Idaho, it would take a 40 MB for an estimated 1,700,000 records. Each city/and or county would have its own subdirector with alphabetical files. How many reports per file does FASTFILE accommodate? ANSWER: Two reports which can be edited. Report selection is with the [SWAP=F] command in the FORMATS section. The screen edit/create features allow selection of the sorting order, printing order, and line order of your reports. -34- APPENDIX D. FEATURES with Questions and Answers Continued _________________________________________________________________ What is FASTFILE'S record capacity? ANSWER: It varies because of variable record sizes. The CHECKS file input screen shows a capacity of 80 bytes but the average record size is 35 bytes. FASTFILE has six field types that helps conserve memory and simplify data entry: MAX BYTES BYTES FIELD TYPE APPARENT USED 1 Alphanumeric 31/49* bytes entered+1 2 Record relative alphanumeric 1st record 31 bytes entered+1 remaining records in seq. 31 1 3 Table 16 categories of 16 bytes ea 16 1 32 categories of 8 bytes ea 8 1 categories not in table 8 or 16 4 DATE 8 2 5 Number (with sign and dec pt) 12 4 6 (not used) 7 0-255 3 1 An inventory application utilizing 7 fields for data will allow entry of 49 bytes per record. Only 10.5 bytes/record are actually used. This allows about 5,500 records/file, 100,000 item inventory requires 18 files or 1.1 MB and will fit on a 3.5 inch floppy disk . An application that uses all 256 bytes for each record allows 225 records/file. But do not forget that up to 32 files (depending disk storage space) can be stored in each disk subdirectory. What are the advantages of a maximum record size of 256 bytes? ANSWER: Many practical database applications use 100 bytes or less. The reason for this is that someone actually must enter data and the data must be read to be usable. I doubt you want to use your time typing 1,000 to 4,000 bytes into each record. Therefore, it follows that FASTFILE'S record size is set to be about 2.5 times the expected record capacity. This fits within the most efficient addressing range of micro computers. The smaller record size and data compaction techniques used also produce great advantages. Many different files can be put on a single disk. For large database applications like patient billing, an entire year of billing transactions will fit on a single 3.5 inch floppy disk that requires less than a minute to copy. What improvements do you plan to make to FASTFILE? ANSWER: If you have a suggestion for an improvement please fill out and return a feedback form. I will give your suggestion(s) serious consideration for future versions. -35- APPENDIX E. COPYING FASTFILE _________________________________________________________________ COPYING FASTFILE TO ANOTHER FLOPPY DISK (skip if you have a HD) You should make a copy of FASTFILE before doing anything else. Storing the original distribution diskette in a safe place is a good idea. The copy will serve as your operating diskette. Put your DOS systems diskette in drive A and boot up. Enter the DOS commands shown below. Note the comments on the right. type remark ============== =========================================== [A:] Make drive A: the current drive. [DISKCOPY A: A:] The diskcopy program will give a message to put source [FASTFILE] disk in drive A. The disk will be copied to memory. Diskcopy will then ask you to put in the target disk [a blank disk] in drive A. This disk will be formatted and copied. If you have two drives and wish to make a copy of FASTFILE that will boot up you must place COMMAND.COM on the disk. To do this, boot up with DOS. type remark ============ ============================================= [A:] Make sure drive A: is the current drive. [FORMAT B:/S] Formats and puts COMMAND.COM on disk in drive B:. Replace the DOS disk in drive A: with FASTFILE disk. [COPY *.* B:] Copy all programs from the distribution disk. INSTALLING FASTFILE ON A HARD DISK type remark ================== ====================================== Put the FASTFILE disk in drive A: [A:][Enter] Get [A:>] prompt [INSTALL C:][Enter] (or D: or E: etc.) The INSTALL.BAT file on the distribution disk also installs an FF.BAT file in the root directory. You may start FASTFILE by typing [FF] and [Enter] from either the root directory or from subdirectory FF. COPYING FASTFILE FROM THE HARD DISK TO FLOPPY DISK type remark ========= ========================================== [CD \] Change to the root directory. [CD DOS] Change to your DOS operational subdir. [FORMAT A:] Format a blank disk by following directions. [CD \] Change to root directory. [CD FF] Change to FASTFILE subdirectory. [COPY *.* A:] Copy all files to drive A:. -36- APPENDIX F. PRACTICE EXERCISES - Modifying Reports _________________________________________________________________ These exercises are designed to help you "learn by doing". Once you learn how to master the searching, sorting, and reporting for one application you can apply the techniques for any application. For the following exercises make sure the CHECKS file is loaded. 1 Print the SWAPPED report to the screen. type remark ========== ============================================ a [4 or F4] Select Report LAYOUT from the MAIN menu. b [F5] SWAP report format. ---> c [F3] Go to REPORT. d [F1] Select all records. e [1 or F1] Screen output. Return to MAIN menu when done 2 Sort the checks by date and print the report to the screen. type remark ========== =========================================== a [4 or F4] Select Report LAYOUT from the MAIN menu. b [F4] Select SORT ORDER menu. c [N] Answer to Sort Order Ok question. d [3][Enter] Select field 3 for DATE. e [N] Answer to Subtotal Break question. f [0][Enter] Answer to Sort Field question. g [Y] Answer to Sort Order Ok question. i Go to procedure 1c 3 Write a report that will print an average value. type remark ========== =========================================== a [4 or F4] Select Report LAYOUT from the MAIN menu. b [F1] Select the LINE FORMAT menu. c [F2] Select EDIT mode. d [4][Enter] Answer to select position 4. (Notice a pointer [}] marks the P# to modify.) e [F2] Select NEW (or changed) values. f [1][Enter] Tab Advance. g [7][Enter] Select field 7 (AMOUNT). h [Y] Answer to select SUBTOTALS. i [Y] Answer to select AVERAGES. j [N] Answer to nonzero averages question. k [Esc] Exit LINE format. l Go to procedure 1c. 4 Set the total lines per page printed to 60. type remark ========= ========================================== a [4 or F4] Select Report LAYOUT from the MAIN menu. b [F2] Select PAGE FORMAT menu. c [5] Select item number 5. d [60][Enter] The new Total Lines/Page e [0 or Esc] Exit PAGE FORMAT menu f [Esc] Return to the main menu -37- APPENDIX F. PRACTICE EXERCISES Continued _________________________________________________________________ 5 Change the REPORT title to "THIS IS A NEW TITLE". type remark ======= ============================================= a [4] Select FORMATS from the MAIN menu. b [6] Select Report Title Area c [This is a New Title][Enter] d [Esc] Return to the MAIN menu MAILING LABELS 6 Load CLIENTS and Print 2 Mailing Labels for Each Name. type remark ======== ============================================== a [F7] Select LOAD FILE from the MAIN menu b [3][Enter] Select CLIENTS file c [4 or F4] Select FORMATS from MAIN menu. Verify the "F1 Line Format" reads "1 of 3". If not, hit [F5] to select and display the SWAPPED Format. d Note: the "F2 PAGE FORMAT" shows [N] for items 1,2,6,8, and 9. It shows 4 spaces between records and the printed lines per page equal the total lines per page. e [F3] Go to REPORT. f [2][Enter] Answer to #Labels/Recd g [1 or F1] Select all records. h [1 or F1] Screen output. i [Enter] To continue (Return to MAIN menu) NOTE: The report title (left adjusted) can be printed on labels if item (8) "Report Title?" is set to [Y], and the "Space Between Records" item (3) of the "F2 PAGE FORMAT" menu is reduced by one. This is usefull if you wish to repeat a message on each label such as: Shareware Librarian xyz Computer Club 1234 Sunset Ave Anywhere, WA 99336 Shareware Librarian ABC Club 5467 Road 64 Pasco, WA 99302 -38- APPENDIX G. HOW TO CREATE AND USE MY OWN GRADEBOOK - Summary _______________________________________________________________ SUMMARY - (Gradebk2 uses 1 gradebook page per month) 1. Create file, enter student names, and seat # (see pg 40-42). 2. Print class roster (see page 41) as indicated below: Yr S# Lname I ===== =========== 09 T1 Adams, John __|__|__|__|__|__|__|__|__|__|__|__| 12 T5 Smith, Joe __|__|__|__|__|__|__|__|__|__|__|__| 3. Place the class roster in the gradebook (the holes on the computer paper match binder rings). As assignments are made and grades earned, record the information in the gradebook as indicated below: __ Quizes__ ____Projects____ N I P a f D A l m i C a D P F C e @ t h S y a a i u D o a m P l t l t s 1 3 i i o i r m P g s + r l s Yr S# Lname I y n r n t 4 s e t ===== =========== -- -- -- -- -- -- -- -- -- -- 09 T1 Adams, John 7 8 9 4 6 7 _ 8 _ 10 12 T5 Smith, Joe 9 5 6 10 8 9 7 8 8 9 4. Before issuing poor work slips, enter grades into computer and mark recorded grades with a highliter. See page 41 for entering assignments and grades. The procedure for printing student progress reports (similar to the one below) is given on page 30. Adv Art fpr 1st 4 Weeks Quizes Projects Total ============ ======== =========== ===== Sep-Daily 7 Patrn 8 NameDsgn 6 Film 9 If @ 1st 7 CutPr 10 Dito3+4 _ Chairs 8 A Smile _ PlayPost 10 65 ______SUBTOTAL Adams,John ^ 5. Give students sufficient time to turn in late assignments. Enter grades into the computer (and highlite them). Print a summary report (to the screen). Use the total points earned to assign grades or issue poor work slips. 6. Repeat steps 2 through 5 for each grading period. -39- APPENDIX G. HOW TO CREATE AND USE MY OWN GRADEBOOK - Continued _________________________________________________________________ The gradebook mode (originally selected during file create), invokes the following features designed to SIMPLIFY data entry: 1. The ADD mode only accepts information for the first field (student name). It automatically creates a sequence of relative records (such as one record for each week per semester or one record for each page/semester. 2. Assignments are always entered from FASTFILE's edit mode. When all relative fields are grouped at the beginning of the record, a multi-field global edit feature simplifies entry of assignments. See page 41. 3. Data for relative fields can only be entered when field 2 [Pg#] contains a zero. In example 1, the field labeled [Yr S#] is relative. 4. In edit mode the cursor automatically skips past ALPHA fields to NUMBER fields. If you need to change an ALPHA field move the cursor from a NUMBER field back (Up Arrow) to the ALPHA field and make the change. 5. The first Report mode question is "Do you want a roster?". (An extra report created for all Gradebook functions) The exercises given below are designed to be used with the SUMMARY procedures given on page 39. Remember you may add/delete fields, change field names/print widths, and etc. So you may want to change the design after you create your own file. For additional ideas look at the BSKTBALL file described on page 43. 1 Create a file called MyClass and enter student names. type remark ===================== ===================================== a [7] Go to Get NEW Database from MAIN menu b [_] Select GRADEBK2 file from name list c [6] Go to CREATE Mode from MAIN menu d [MyClass][Enter] The file name e [1][2][4][Enter] Duplicate design,clear names,4 pg/sem f [Adams,John][F2] Notice 4 records are added g {Repeat (f) for each student} h [Esc] Return to MAIN menu 2 Enter Yr, Seating assignments and the SAVE file. type remark ===================== ==================================== a [F1][Enter][0][F1] Edit, cursor to PG#, Select Pg#=0 b [F6] Select Edit mode c [09 T1][F2] 9th grade, Sits at Table 1 d {Repeat (b) and (c) for each student} e [EscEsc][8][1][Enter] Return to main menu, SAVE YOUR FILE! -40- APPENDIX G. HOW TO CREATE AND USE MY OWN GRADEBOOK - Continued _________________________________________________________________ 3 Print a class roster. type remark ============== ========================================== a [F3] Go to REPORT b [Y] Answer to roster question c [2] Select Printer 4 You have written the assignment names and grades on your class roster with pencil or pen. Enter assignment names for specified Pg# for each student and then enter the grades. type remark ======================= ================================= a [F1] Select FIND/Edit from MAIN menu b [Enter][0][F1] Select 1st Pg for each student c [F8][F8] Global Edit all fields of 1st Pg ** d [Enter] Move cursor to [Daily] field e[Sep-Daily][Enter][Enter] 1st Assignment name, move to next f [Patrn][Enter][Enter] 2nd Assignment name g [Film][Enter][Enter] 3rd name h [CutPr][Enter][Enter] 4th name i [NameDsgn][Enter][Enter] 5th name j [If @ 1st][Enter][Enter] 6th name k [Dito 3+4][Enter][Enter] 7th name l [Chairs][Enter][Enter] 8th name m [A Smile][Enter][Enter] 9th name n [PlayPost][F2][F8] 10th name, save Edit, Do All Global o [Esc] Return to Find menu p [Enter][0][F1] Find all records 1st Page q [F6][Enter] Go to Edit mode cursor to [D] field r [7][Enter] Daily grade and advance to [Q1] s [8][Enter] Quiz1 grade and advance to [Q2] t [9][Enter] Quiz2 grade and advance to [Q3] u [4][Enter] Quiz3 grade and advance to [SP] v [6][Enter] NameDsgn grade and advance to [P1] w [7][Enter] If @ 1st grade and advance to [P2] x [0][Enter] Dito 3+4 grade and advance to [P3] y [8][Enter] Chairs grade and advance to [P4] z [0][Enter] A Simile grade and advance to [M] aa [10][F2] PlayPost grade and SAVE Edit bb Repeat steps (q) through (aa) for each student cc [Esc][Esc][8][1] Return to main Menu and SAVE WORK! ** NOTE: In Edit mode relative fields are only addressable with the cursor when the 2nd field [Pg#] contains a [0]. When [Pg#] is other than zero [0], the relative fields labeled [Yr] for year, [L#] for locker number, and [Seat#] cannot be addressed. In Find mode alphanumeric fields are automatically skipped. To address an alpha field move the cursor back from the last number field. This feature was added because most of the time when the gradebook feature is used you will be adding numeric information. You are spared the effort of hitting the [Enter] key to address past an alphanumeric field. -41- APPENDIX G. APPLICATION NOTES - Teacher's Gradebook Continued _________________________________________________________________ DEFINITIONS for Gradebk2 file The entry screen with definitions are given below: Lname F ___________________ Pg# ___ Yr S# ____ Daily _____ D _____ Quiz1 _____ Q1 _____ Quiz2 _____ Q2 _____ Quiz3 _____ Q3 _____ Project1 ________ P1 ________ Project2 ________ P2 ________ Project3 ________ P3 ________ Project4 ________ P4 ________ Project5 ________ P5 ________ PartSum ______ Project6 ________ P6 _______ G-Total ________ TotalPts _______ field name remark field type ---------- ------------------------------------- --------- Lname F Last name, first name. Relative Pg# Page Number (0 to 4) quarter or sem. 0-255 Yr S# 09 = 9th grade, S#=Seat Number Relative Daily Month/Daily Assignment (ie Sept-Daily) AlphaNum D Sum of points for daily assignments Number Quiz( ) Name of up to 3 tests/gradebook page AlphaNum Q( ) Quiz scores 3 tests/gradebook page Number Project( ) Names 6 projects/gradebook page AlphaNum P( ) Scores 6 projects/gradebook page Number PartSum = D+Q1+Q2+Q3+P1+P2+P3+P4 Number TotalPts = PartSum + P5 + P6 Number G-Total = TotalPts + 32 Field 32 -42- APPENDIX G. Gradebook Continued - Basketball Statistics _________________________________________________________________ BASKETBALL STASTICS FASTFILE's gradebook feature can be used to track any and all athletic statistics. The BSKTBALL file tracks NWAACC basketball stastics such as field goals, 3 pt shots, free throws, etc. Data entry is simplified by making FASTFILE's field order agree with the field order on the NWAACC form as shown below: Game#2 NWAACC Basketball Stastics FORM name nu FG FGA 3ptFG 3ptFGA FT-FTA Reb Ast TO PF Points ------- --- -- --- ----- ------ ------ --- --- -- -- ------ Nasen,L 12 7 16 0 0 2 4 3 1 3 1 16 Martin,S 14 8 18 1 2 4 6 13 3 1 1 21 FASTFILE'S SCREEN DESIGN WITH FIELD ORDER SAME AS ABOVE DATA FORM Number _____ Game# ___ Name ________________ FG _____ FGA _____ 3ptFG _____ 3ptFGA _____ FT _____ FTA _____ Reb _____ Asts _____ TOvr _____ Foul _____ Points _____ Opponent ________________ For practice enter the data given above for the first two players. type remark ============ ============================================ a [1] With BSKTBALL file loaded Select Find mode. b [Enter][2][F1] Select all players for game 2. c [F6][7][Enter] Select Edit Mode and enter Field goals made. d [16][Enter] Field goals attempted. e [0][Enter] 3 Point Field Goals Made f [0][Enter] 3 Point Field Goals Attempted g [2][Enter] Free Throws Made h [4][Enter] Free Throws Attempted i [3][Enter] Rebounds j [1][Enter] Assists k [3][Enter] Turn Overs l [1][Enter] Personal Fouls m [16][Enter] Total Points Scored n {Repeat steps c to m for data from second player} o [Esc][Esc] Return to Main Menu p [8][1][Enter] SAVE YOUR FILE! -43- INDEX _________________________________________________________________ 0-255 Field 20, 23, 26, 27 Mailmerg 10 Math (see Calculator) 25, 27 Add 8, 11 Alpha (Alphanumeric) 23 New 11 Averages 11, 12, 37 Nonzero Average 11 Breaks (Subtotal) 11, 13 Number Field 14, 15, 20, 25, 27 Calculator 25, 27 P# 11 Cursor 1, 3 Page Format 12, 14 Primary Key 1, 8, 19 Delete 5,11 PWIDTH 15, 19 Dictionary 14 Record (Recds) 1, 2, 4 Edit 2, 8, 11 Relative 9, 14, 19, 24, 27, 32 Exercise(s) 1, 6, 16, 29, 37 Report 2, 10, 21, 28, 34, 38 Report Title 12, 13 Features 34 Requires i, 34 Field 1, 3 (Field 32) 14, 19, 26, 27 Save 2, 17 Field Type 23, 27 Sort Order 13 File (See application) 1, 2 Subtotal 11, 13 Formats 1, 14, 18 Swap 13, 14, 28, 30, 32, 37 Gradebook 1, 12, 30, 39-43 TabAdv 11 L or T message 13 Table Field 3, 19, 16, 24, 27,29 Line Format 11, 14 Total(s) 6, 12 Mailing Labels 28, 38 xPosn and yPosn 15, 20, 27 -44- INDEX OF PRACTICE EXERCISES _________________________________________________________________ BASKETBALL STASTICS Enter data for the first 2 players . . . . . . . . . . . . 42 CHECKS FILE Cursor movement . . . . . . . . . . . . . . . . . . . . . . 3 Find (or search) selection . . . . . . . . . . . . . . . . 3 Searches using wild card (*) designator . . . . . . . . . . 4 Searches using the any (?) designator . . . . . . . . . . . 5 Edit a record . . . . . . . . . . . . . . . . . . . . . . . 5 Record totals . . . . . . . . . . . . . . . . . . . . . . . 6 The OR operation . . . . . . . . . . . . . . . . . . . . . 6 Find Checks written for gas . . . . . . . . . . . . . . . . 7 Find all checks written to Dr Sjerjen . . . . . . . . . . . 7 Edit a check written to Richland Kennel Club . . . . . . . 7 Find the number of checks written for food . . . . . . . . 7 List all checks greater than $50 for food . . . . . . . . . 7 Create your own file and call it MYCHECKS . . . . . . . . . 16 Print the SWAPPED report to the screen . . . . . . . . . . 37 Sort the checks by date and print the report to the screen 37 Write a report that will print an average value . . . . . . 37 Set the total lines per page printed to 60 . . . . . . . . 37 Change the report title to "THIS IS A NEW TITLE" . . . . . 37 CLIENTS FILE Load Clients and print 1 mailing label for each name . . . 28 Load Clients and print 2 mailing labels for each name . . 38 DrBILLING FILE Print the bills where the insurance adjustment > 0 . . . . 32 Print a day report . . . . . . . . . . . . . . . . . . . . 32 Create a new file for next month's billing . . . . . . . . 32 FINDME FILE Find the Desert Turquoise glaze bottles (Part# = CR 806). . 28 GENERAL BILLING Modify DrBilling file for this application . . . . . . . . 32 Modify the report to include $BAL DUE (field 32) . . . . . 32 GRADEBK2 FILE Load GRADEBK2 and display a class roster . . . . . . . . . 30 Display a report of student progress . . . . . . . . . . . 30 Summary (How to Create and Use my Own Gradebook) . . . . . 39 Create a file called EXAMPLE and enter student names . . . 40 Enter Yr, seating assignments, and SAVE file . . . . . . . 40 Change the report title and print a class roster . . . . . 41 Enter assignment names and grades . . . . . . . . . . . . . 41 INVOICE FILE Display the distribution report for tax to the screen . . . 29 PAYROLL FILE Print summary pay stubs . . . . . . . . . . . . . . . . . . 29 S_MASTER FILE Print a progress report for all scouts . . . . . . . . . . 31 Print a report of boys who have earned 1st class . . . . . 31 -45- RD (Monte) Benham 5312 W Tucannon Kennewick, WA 99336 (509) 783-3829 _________________________________________________________________ INVOICE Date __ ___, 199_ Name/Company ______________________________________ Mail Location ______________________________________ Street or Box # ______________________________________ City, St, Zip ______________________________________ Contact Name _________________ Phone (___) ___-____ Qty Unit Price Total ___ FASTFILE Full Registration* $70.00 $______ Names of 4 free application files are: 1 ______________ 2 ______________ 3 ______________ 4 _____________ ___ Other preprogrammed files: $10.00 $______ ______________ ______________ ___ FASTFILE Minimum Registration (latest $35.00 $______ disk, update notices, and name on menu) ___ Registered User Update $10.00 $______ ___ FASTFILE for C-64/128 (Version 10004B) $40.00 $______ ___ Interactive Simulation Language $50.00 $______ for APPLE II or C-64/128 Subtotal $______ Shipping and Handling $ 4.00 Foreign special handling $5.00 $______ Washington residents add 7.8% state sales tax $______ TOTAL $______ I use 5 1/4 __ 3 1/5 __ inch disks * Includes 1 free update, 3 months of telephone support, the latest disk with your name on the main menu, a printed manual, news letters, and four preprogrammed files such as Payroll, SHARWARE, DrBiling, and S_Master (see pg 41). Referred by: ______________________________ -46- Full Registered Users may pick any four of the preprogrammed files listed below. Other files are $10 ea to full registered users. BUSINESS 1. AMERA - A sales coordinator's business journal. 2. ANIMAL RECORDS - Tracks grandparents, parents, birthdate, breeding dates, birthing dates, medical, and sales records. 3. CONSIGNMENT CLOTHING BUSINESS - Sales summaries, tax reports, distribution payments. 4. Dr BILLING - Day sheet summary and customer billing. 5. GAS STATION - Day sheet balances and quarterly tax reports. 6. OVERTIME - Satisfy union contract requirements for overtime assignments based on previous overtime worked or refused. 7. PAYROLL - Handles local, state, federal, FICA, two fixed deductions, overtime, sick time, and vacation time. Tax rates are user entered. 8. PRINTING BUSINESS - Bill customers, track supplier's costs, and monthly tax receipts. 9. RESTAURANT (or Deli) - Track suppliers, name, phone numbers, items supplies and previous charges for products. 10. TIME/CLIENT BILLING - Useful for job-shop business that assign employees to different clients. CHURCH 11. LDS WARD - Tracks name, address, phone number, birthdate, home/visiting teachers, and major callings. Reports also include church roster, and class rosters. HOME APPLICATIONS 12. Basketball Stats - Track any and all stastics such as field goals, 3 pt shots, free throws, rebounds, turnovers, etc. 13. PUBLISHER LIST - Shareware authors can print (80+) mailing labels for software distributors and magazine publishers. 14. SHAREWARE - Contains a list of 670 categorized and rated shareware programs available from Public Brand Software. This list can be correlated to your home or club library. 15. S_MASTER - For use by the scout master to track scout progress. When a scout goes before the eagle board of review it is nice to have a list showing awards, award dates, and counselors involved. It is also nice to have reports with scout names and awards received. -47- USER FEEDBACK _________________________________________________________________ I would like to know more about your desires and any problems you may have. This information helps me to make improvements that are most needed. 1. Your computer and printer brand/model ________________________ 2. How do you rate FASTFILE (1=poor, 5=best) Ease of Learning ___ Ease of Use ___ Speed ___ Documentation ___ Help Screens ___ Flexibility ___ Product Support ___ Record Capacity ___ Price ___ 3. What do you like best about FASTFILE? ________________________ _____________________________________________________________ 4. What do you like least about FASTFILE? _______________________ _____________________________________________________________ 5. Where did you hear about FASTFILE? ___________________________ _____________________________________________________________ 6. The following enhancements are being considered. Please help prioritize them. (0) not needed, (1) useful, (2) essential __ Global delete. __ Include a small integrated word processor. __ Summary Graphics 6. Other suggestions. ___________________________________________ _____________________________________________________________ 7. Name (Optional) ___________________________ Address ___________________________ City ___________________________ St _____________ ZIP ____________ Phone # (___) ___ -____ Please return to: RD (Monte) Benham 5312 W Tucannon Kennewick, WA 99336. -48-