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1991-10-25
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9. Database
9.1 Add
PMIS comes with one set of databases, that is, for the
current year. It is quite convenient to separate data for
either calendar or fiscal years. This screen allows the
creation of a new, complete and empty set of databases for
any year as input by the user. Only the checking account
balance is brought forward into the new database. This
feature allows the easy separation of the user's financial
records on an annual basis. This keeps the database sizes
manageable, report generation and searching quicker and
provides flexibility for the user.
When creating a new year, the user is asked to choose
whether the new database is for a calendar or fiscal year.
Choosing fiscal requires the user to enter a fiscal year
starting date, eg 07/01/91. The main menu screen will then
either display "Calendar Year" or the "Fiscal Year" and its
starting date.
The user is asked to carry over the budget categories from
the database in current use to the new database, or to start
with a new, empty budget category database. Remember, if
you choose to carry over, the budget categories defined for
the database for the current year are copied over.
If the budget carryover feature is selected, a copy of the
present year's budget categories is copied over and becomes
the starting budget categories for the new year. Only the
categories are carried over. All balances from the previous
year in the transaction data are set to zero for the new
budget. Normally, budget categories do not change
drastically from year to year. Any differences can be
easily made by adding and deleting from the starting list.
Since each year may have different budget categories, a data
base for each year is created. This provides the most
flexibility and the ability to search and report data from
previous years based on categories defined for that year.
Finally, when a new database is created, a new calendar
database is also created. All permanent appointments that
occur on the same date of the month will be automatically
carried over from the current year.
Dual floppy users may be told there is insufficient room to
add another year on the present data disk. In this case,
replace the current data disk with an empty formatted disk
and go on.
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Whenever a new database is created, it is recommended that
the user do a full back up to preserve the new database
files created for future reference if a full restoral is
required. Failure to do a full backup at the time of
creation may result in the error message 'Some files not
copied' after a restoral is completed.
9.2 Change
Selecting Change on the secondary menu screen allows the
user to change the database in use to any database that was
created by the "Add" screen. When PMIS is first brought up,
the database for the current year is activated. If no
database for the current year exists, the last created
database is made active. Activities that require access to
other databases require that the new database be activated.
This screen provides that function. If a database is
selected that does not exist, the user is so informed.
Entering a carriage return will return the user to the main
menu screen and make the current database in use the active
one.
9.3 Delete
Any database set created with the "Add" screen can be
deleted using this screen. All records are lost and removed
from the system. Caution should be used in using this
feature. As a safety measure you must enter an upper case
"Y" to delete a selected database. Before deletion, you are
queried a second time to effect the deletion, again only an
upper case "Y" will be accepted. Once the deletion is
completed, control is returned to the main menu screen and
the database for the current year is made active. As a
safety measure, the current database that is in use cannot
be deleted. If it is attempted, a message is displayed
stating this fact and control is returned to the main menu
screen. If the user wants to delete the current database in
use, they must first change the database in use to another
one by selecting "Change" on the Data Base secondary menu
screen. If a database is erroneously deleted, it can be
recovered by using the Restore feature, provided that the
user has recently done a Backup.
9.4 Summary
Selecting Summary will display the names of all databases
that currently exists in PMIS. Enter any key to exit this
screen.
9.5 Quit
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Return to the Main Menu Screen