HiFinance
5
SECTION
3.5.4.2 - INVENTORY TRANSACTIONS ASCII EXPORT
USAGE: To export a file detailing,
all or a subset, of the information on the Inventory transaction-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 option, 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.
Hint: If you intend to limit the report to a range of
transactions, it is most efficient to export the file in the same order. Eg if
you wish to limit the file to a range of group, the program will scan the
transaction-file faster if you also export the report in group order.
Having chosen from the options, the following
questions will appear:
INCLUDE ALL INVENTORY
TRANSACTIONS If you do not wish to set any limits
on the report, 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.
INVENTORY CODE RANGE This is the Inventory’s code.
BARCODE RANGE This is the main barcode.
DESCRIPTION RANGE This is the first 10 characters of the Inventory’s description
(not the transaction). It is case sensitive.
GROUP RANGE This is the Inventory Group.
OTHER KEY RANGE This may appear as a different literal depending on how
you have defined the field in SYSTEM
PARAMETERS.
TRANSACTION DATE RANGE This is the transaction date.
REFERENCE RANGE This reference number, eg Invoice number.
TRANSACTION VALUE RANGE This is the total value of the transaction.
TRANSACTION QUANTITY
RANGE This is the number of units moved in the
transaction.
AUDIT NUMBER RANGE This Transaction Audit Number. Printing in this order will sort
the report in the order the transactions were entered into the system
irrespective of whether a transaction was forward or backdated.
In all cases, the default answers are the extreme
limits of each range, so if you do not wish to limit the report on a particular
field, just bypass it.
INCLUDE ALL TRANSACTION
TYPES If you wish to print exclude any
transaction types, enter N here and you will be presented
with a complete list of Inventory transaction types to choose from. If you wish
to include all transaction types, simply enter Y.
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 transaction-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.
