HiFinance
4
SECTION
3.5.4.1 - INVENTORY MASTER-FILE ASCII EXPORT
USAGE: To export a file detailing,
all or a subset, of the information on the Inventory master-file. This export
file can then be used as input to other programs, such as Spreadsheets,
Databases and Word-processors. This gives you the flexibility to format
reports, etc. in ways not otherwise available in HiFinance.
DISCUSSION: When you choose this function, HiFinance will firstly
ask you in which order you wish to export the data. The screen will appear as
follows:
Here you can choose the order in which you wish to
export the data. Choose the order you wish to export the data by pressing the
number next to the option. If you choose to print BY OTHER KEYS, another menu will open to allow you to specify
which of the three OTHER KEYS you actually require.
The export is the same irrespective of report order,
however if you intend to limit the export to a range of Inventory items, it is
more efficient to export the file in that order, because HiFinance can
then optimise the search pattern.
When you enter this program, the following questions
will appear:
LIMIT REPORT TO LOCATION This question only appears if you are using multi-location
stock. If you enter zero (the default) the Quantity-Sold, Quantity-on-hand and
other fields will be exported as the total of all locations. If you enter a
location number, only the totals for that location will be exported.
INCLUDE ALL INVENTORY
ITEMS If you do not wish to set any limits on the
export, enter Y otherwise enter N. If you enter N, you will be asked a list
of further questions.
The following question asks you to enter both a lower
and upper limit. The upper limit must not be less than the lower limit. The
default answers define the extreme limits of the field. You do not have to
change all of these limits. Only change the ones you wish to, and tab past the
others.
CODE RANGE This is the Inventory’s code.
GROUP RANGE This is the Inventory Group.
BARCODE This is the primary barcode field.
OTHER KEY RANGE This may appear as a different literal depending on how
you have defined the field in SYSTEM
PARAMETERS.
QTY ON-HAND RANGE This is the total units on hand (for all locations).
VALUE ON-HAND RANGE This is the total value on hand (for all locations).
YTD QTY SOLD RANGE This is the total units invoiced in the current year (for all
locations).
YTD VALUE SOLD RANGE This is the total value invoiced in the current year (for
all locations).
LAST SALE RANGE This allows you to limit the report to a range of last
sale dates. Eg you might wish to only report on stock that has been sold
recently or has not been sold for a long time.
LAST PURCHASE RANGE This allows you to limit the report to a range of last purchase
dates. Eg you might wish to only report on stock that has been bought recently
or has not been bought for a long time.
SUPPLIER RANGE This allows you to limit the report to a range of Suppliers. Eg you
might wish to only report on stock that has been bought through a specific
Creditor or a range of Creditors.
INCLUDE OBSOLETE ITEMS If you enter N here, items that are flagged as obsolete will be
excluded from the report.
INCLUDE NON-OBSOLETE
ITEMS If you enter N here, items that are not
flagged as obsolete will be excluded from the report.
INCLUDE ASSEMBLY ITEMS This question will only appear if you are using
Bill-of-Materials. If you enter N here, items that are defined as assemblies
will be excluded from the report.
INCLUDE NON-ASSEMBLY
ITEMS This question will only appear if you are
using Bill-of-Materials. If you enter N here, items that are not defined as
assemblies will be excluded from the report.
INCLUDE COMPONENT ITEMS This question will only appear if you are using Bill-of-Materials.
If you enter N here, items that are used as components will be excluded from
the report.
INCLUDE NON-COMPONENT
ITEMS This question will only appear if you are
using Bill-of-Materials. If you enter N here, items that are not used as
components will be excluded from the report.
Next you will be asked for the export file name and
options. A full explanation of the fields may be found in FORMATTING ASCII
EXPORT FIELDS (see SECTION B). If you are using
the export function for the first time, you are strongly encouraged to view
this section of the manual. To end this page, press <F10> or <Enter> past the last option. You
will next be presented the following screen:
This screen relates to the exact fields you wish to
export. The top of this screen displays the file name you will be exporting, as
a reminder. The centre portion of the screen displays the short name of each field
available for export. Next to this is a longer, more descriptive name (which
can be exported instead of the short-name). On the right-hand-side is either a Y or N. If the field has a Y, the field will be included in the export. If the field has an N, the field will not be exported. You must choose at least one field to
export. You may use the cursor keys to view all fields, as you would in search
screens. You can change the INCL column by moving the
highlight bar to the relevant field and entering a Y or N (or + or -). The bottom of the screen
displays the number of fields you have chosen and the total possible number of
fields.
There are also function keys available for
manipulating FIELD NAMES:
<F1> This will only be available is the current field is
not being exported. Pressing <F1> will change INCL status to Y.
<F2> This will only be available is the current field is
being exported. Pressing <F2> will change INCL status to N.
<F4> This will return you to the FILE NAME and OPTIONS entry screen.
<F5> This will only be available if at least one of the
fields has been excluded from the export. Pressing this key will change all
fields to Y.
<F6> This will only be available if at least one of the
fields has been included in the export. Pressing this key will change all
fields to N.
<F8> This will restore the field choices to the state
that they were before you entered the program.
<F10> When you have finished choosing the fields you wish
exported, press <F10> to start the export
process. This option will not be available unless at least one field has been
chosen for export.
When you have entered all the above information,
press <F10> and you will be asked START FILE CREATION? If you answer N, the
program will reset and return you to the INVENTORY
ASCII EXPORT MENU. If you enter Y, the screen will clear and
the Inventory master-file will be read in. During this time the computer will
be selecting account records according to the selection criteria you have just
entered will start writing the selected fields to the export file.
Like other reports, it is possible to stop the
export of the ASCII file by pressing <ESC>. However, the ASCII file
will have been created up to the point where you stopped it.
When the report has completed, HiFinance will return
you to the INVENTORY ASCII EXPORT MENU.
