Accessing major and minor files

Minor files, as described above, contain information of a look-up nature. Many of the fields on every screen can be used to access Minor files. On the Products screen these fields are Group, Brand, Sales Account, Purchase Account, Default Analysis and Default VAT Code. Similarly, the Supplier Code in the Suppliers… included list, although it looks up a Major file (Companies), is used in exactly the same way, as described below.

When the cursor is in a field with a link to another file, an options list containing the records of that other file can be brought up, from which the correct option can be selected. This ensures an element of data consistency, whose effects can stretch beyond the limit of the field currently containing the cursor. For example, selecting a Group from the Options list (using the Products screen illustrated above) should, if the Groups are set up correctly, bring in data not just to the Groups field but also to the Sales Account, Purchase Account and Default Analysis fields.

With the cursor in an appropriate field, typing “@” (the wildcard - you may also have an alternative wildcard set up in Preferences) and pressing <Return> will bring up a complete list of records in the look-up file. Use the mouse or the cursor keys to select the desired record and press <Return>. For example, typing “@” in the Brand field will bring up a scrollable list of all Brands, similar to that shown below:

The window title describes the data listed. The list is sorted by the first column of data, in this case Brand Code. You can also sort the list by Code or Name by clicking the downward facing arrows, or inversely sort them by <Alt>-clicking. The number of records in the list is shown in the top right. You can use down and up cursor keys followed by <Return> or <Enter> to choose an item, or simply click. The close box closes the window and clears the field you were entering. You can also cancel by typing <Command-.> (Macintosh) or <Control-.> (Windows).

It may be that none of the items in the list suits your purposes. If so, you may be able to create a new record ‘on-the-fly’. Click the [+] button in the selection list to create a new record.

An alternative, slightly quicker method to create a new record in a related file is to enter a combination of letters to the appropriate field which cannot be matched by any look-up data. This will cause a message to appear asking whether you want to create a new record. Clicking [Create It] will bring up the Minor File's screen, with a code already entered for you (taken from the characters you typed). Simply enter the details and click [√] to return to your original screen.

Clicking [Try Again] will enable you to do just that. Note that if you do not have access to create new records, the only option will be to [Try Again].

Note that, whichever method you use to create related file records ‘on-the-fly’, your Personnel record must have the correct clearance for you to be able to create new records. If not, the only option available will be [Try Again]. Certain fields, especially those to do with Accounts, will not allow you to create new look-up records in this way, whatever the clearance in your Personnel record.

The Purchase Account field on the Products screen is another with a selection list attached. Typing a wildcard here followed by <Return> or <Tab> will bring up a complete list of Accounts:

Note that, because you are accessing the Accounts file, whatever the clearance in your Personnel record, you will not be permitted to create a new record. Therefore, the [+] button in the selection list is disabled (greyed).

You may know, however, that in your set of Accounts, all Purchase Accounts start with “5”. Therefore, typing “5” and pressing <Return> will bring up a reduced list, as below:

Note that, with one or more leading characters, you do not need to use the wildcard, although doing so will have no further effect. Note also that if you had a Purchase Account whose code was simply “5”, Enterprise 6 would assume you wanted this one rather than bring up the list. Depending on the file being looked-up, you can type up to between five and eleven leading characters to reduce the look-up list to manageable proportions. In any case, the look-up list can contain a maximum of 500 options. Enterprise 6 will warn you if you attempt to bring up a list with too many options.

There is nothing on screen to distinguish a field which accesses a look-up file. Such a field can appear anywhere on the screen, even in included lists. A knowledge of the related files will help, and with experience you will be able to tell the sort of field that is likely to access a look-up list. If in doubt, type an ‘@’ and press <Return> to see if a list appears.

Some fields actually access Major files. Supplier Code in the Suppliers… included list on the Products screen is an example of this. Indeed, such fields are more likely to appear in included lists. When using such fields, follow the same process as described above. The only difference is that the look-up list is likely to have a slightly more detailed appearance.

The pop-up menu above the third column of data can be used to alter the data that appears in that column. The list can be sorted by this column by clicking or -clicking (Macintosh) or <Alt>-clicking (Windows) the sort triangle.

In some cases, the choices lists are set up and used in a slightly different fashion to that described above. This usually applies where no information other than a name needs to be stored, and where additions will be rare. Those cases are the lists attached to the following fields: Delivery Method, Payment Terms, Delivery Terms, Titles (Mr, Mrs and so on), VAT Prefixes, Advertisement Formats, Advertisement Colours, Quality Groups, Quality Sub Groups, Usage Groups, Usage Countries, Mailsort Types, Skill Levels and Info From.

When you move to a field that has a list attached, it initially behaves in the expected fashion. When you type something and press <Return> or <Tab>, Enterprise 6 checks whether this matches a list entry for that field.

If there is a partial or exact match on a single list Entry option, the full text of that option is placed in the field. If more than one list Entry matches what was typed, a selection window appears showing only those options.

If you type a wildcard the selection window contains all the list Entries for that field. If no match is found, the selection window will appear, containing all list Entries, and additionally, as a final option, the text just typed. The window will be in ‘Edit’ mode (described below). If you press <Return>, your text will become a permanent addition to the list for that field. If you click the Close Box, the text will remain in the field but will not be added to the options list, thus enabling you to make adhoc entries without saving them. You can also choose a different option from the list, in which case your text will again not be saved.

You must be given clearance to make ‘Data Manager Additions’ in your Personnel record to be able to make additions to the options lists in this way.

The selection window has two modes: ‘Edit’ and ‘Select’. It will only be in ‘Edit’ mode by default when there is a possibility of adding a new option to the list as described above. When in ‘Select’ mode, you can use the down and up arrows to select the correct option, followed by <Return>, or can simply click an option with the mouse.

You can change to ‘Edit’ mode by checking the ‘Edit’ check box. When in this mode, clicking on a line no longer closes the window, but selects the Entry for editing in the white area above the list. If you change an Entry in this area, pressing <Tab> or the up or down arrow keys or clicking on any of the other buttons will confirm the change and update its line in the listing area below. Pressing <Return>, even while in ‘Edit’ mode will select the current choice and close the window. As with selection windows of other types, the button with a triangle logo can be used to sort the list. Holding down the (Macintosh) or the <Alt> (Windows) key while clicking it will sort the list in reverse order. The data is sorted when the window first appears, so you will only need to use this button after making new entries. If your Personnel record has ‘Data Manager Additions’ clearance, you may press the [+] button at the top of the selection window to add new options to the list.

New Entries are made using the white editing area and appear at the base of the list until the [Sort] button is clicked or the window closed and re-opened. The [-] button can be used to remove only lines just added (since the window was last opened). A message will otherwise appear telling you that other deletions need to be made using the lists function in the Data Manager. In fact, no change is saved until the window is closed. If you use the Close Box you will be asked to confirm whether you want to save the changes or not. The window is designed to make the process of making additions on-the-run very easy. There is also a function in the Data Manager which can be used to make additions or deductions from all lists.