Ohio Educational Computer Network System (OECN) UDMS Beginning Training Guide

Transcription

1 Ohio Educational Computer Network System (OECN) UDMS Beginning Training Guide As Developed By: Ohio Department of Education, State Software Development Team Revision/Update Information: May, 1997

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3 Contents PREFACE vii CHAPTER 1 UDMS BEGINNING TRAINING GUIDE INTRODUCTION What is UDMS? What UDMS Can Do for You OVERVIEW OF UDMS 1 2 CHAPTER 2 LESSON 0 - USING THE INQUIRY MODULE INQUIRY EXAMPLES 2 1 CHAPTER 3 LEARNING UDMS:REPORTWRITER OVERVIEW STEPS TO CREATE A REPORT Visualizing Your Report Tutorial Lessons LESSON 1 - DEFINING A NEW REPORT DEFINITION Load the RPW Main Menu The Report Descriptor Select the Report Fields Generate the Report Select Additional Fields CATALOG - Save the Report Definition LESSON 2 - DEFINING INPUT/CALCULATED FIELDS 3 26 iii

4 Contents Load Report Definition - REPORT Define an INPUT Field Define CALCULATED Fields Generate the Report LESSON 3 - QUALIFYING DATA RECORDS Load Report Definition - REPORT Define QUALIFICATIONS Generate the Report LESSON 4 - SORTING REPORT DATA Load Report Definition - REPORT SORT Logic SORT Report Data Generate the Report LESSON 5-PARTICREATING TOTALS Creating Totals Load Report Definition - REPORT TOTAL Options Generate the Report Results of Using the TOTAL Option LESSON 5-PARTIIFORMATTING A REPORT Formatting Options Format Page HEADER Format Column DETAIL Format Report GROUPS Format Group Header Format Group TRAILER Format Report Trailer Generate the Report CHAPTER 4 EXERCISES USING USPS, USAS, AND EMIS USPS SAMPLE REPORTS First Absence Detail Report Second Absence Detail Report USAS SAMPLE REPORTS 4 5 iv

5 Contents USAS - Invoice Listing by OPU Report USAS - Detail Receipt Listing Report EMIS SAMPLE REPORTS EMIS - Student Listing by Grade Level EMIS - Second Student Listing By Grade Level 4 11 APPENDIX A GENERATING MAILING LABELS A 1 A.1 OVERVIEW OF THE LESSON A 1 A.1.1 Bring Up UDMS and the Database A 1 A.1.2 The LABEL Descriptor A 3 A.1.3 Select the Label Fields A 3 A.1.4 Select the Sort Fields A 6 A.1.5 Select FORMAT the Label Option A 7 A.1.6 Generate the Labels A 10 v

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7 Preface Related Documents UDMS Getting Started Guide, Interactive Software Systems, Inc., Denver, Colora vii

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9 1 UDMS Beginning Training Guide 1.1 Introduction This training guide is intended for persons with no previous knowledge of the User Data Management System (UDMS). It consists of an overview of the text based version of UDMS, and a series of lessons and exercises which first introduce the Inquiry Module and then the ReportWriter Module. The lessons step through the process of viewing records from a data base, and using the ReportWriter to create a sample report. The lessons are as follows. These will be run on the demo data files supplied by Interactive Software Systems, Inc. Lesson 0 Lesson 1 Lesson 2 Lesson 3 Lesson 4 Lesson 5 Using the Inquiry Module Defining a New Report Definition Defining Input and Calculated Fields Qualifying Data Records Sorting Report Data Formatting a Report The ReportWriter lessons form a progression by walking through the basic steps used in generating a typical report. An applications section is given after lessons 0-5. Twoexercises will be presented from each of the OECN packages - USAS, USPS, EMIS, EIS, and SIS. Users may select the appropriate options. The first will use some of the basic steps of ReportWriter (RPW) as demonstrated in the above lessons. The next will involve other steps such as input fields and subtotalling. These exercises will be run on the user s live files What is UDMS? UDMS is a family of user tools that lets you perform on-line queries; define your own reports; merge text with data; produce labels; export data to PC s; create management forms; and modify data, given appropriate security priviledges. UDMS is available in a text-based form and also, in a graphical form which uses the full capibilities of a windows/mouse environment on a PC or workstation. This training guide is for the text-based environment which can be used on either a terminal or PC. 1 1

10 UDMS Beginning Training Guide What UDMS Can Do for You 1.2 Overview of UDMS The UDMS system will allow the USAS, USPS, SAAS, EMIS, or SIS user to easily do data inquiries, create reports, produce labels, and export data to other files or spreadsheets. It contains access to a variety of fields in various OECN packages and allows various views of the data. If you want a payroll report which contains fields or sorts not currently available, UDMS would allow you to select just which fields and which sorts and subtotals you want. It also allows you to select a desired subset of the data and to enter data for comparisons. With relatively little background, UDMS will enable you to create new or customized reports. UDMS will replace listmakers, the writing of new Datatrieve reports, and the 20/20 Data Base Connection. The UDMS Main Menu contains the modules that will allow you to perform a variety of data management functions. The main menu is shown next. Version 5.3-aa User Data Management System M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/22/

11 UDMS Beginning Training Guide Module Descriptions Each module has a unique purpose in processing information: UDMS Module Abr Description Report Writer RPW Offers options for creating default or user-defined reports that allow conditional calculations, input fields, automatic or custom formatting, totals & subtotals, multi-level sorts, and more. Inquiry INQ Data quiry tool for browsing through data on-line. Allows you to qualify the data records to be retrieved, using full selection logic with "and s" and "or s". A complete list of comparison operators such as EQ, NE, matches, contains, etc. is supported. This option also offers menu or command mode, and QUERY-BY- EXAMPLE processing. Export EXP Features the ability to extract data for downloading to statistical packages, spreadsheets, etc. Supports the most frequently used formats, such as quotes & commas, list, quotes & tabs, DIF, etc. Labels LBL Used to generate all types of labels in a one-up, two-up, or three-up format with sort options and user-definable input values. Text/Merge TXT Allows records from a database to be merged with edit files of any type (letters, documents, reports, etc.). Includes data trimming, conditional printing, substitutions, etc. Select Definitions by Module Select a Data Definition MOD DATA Allows you to select a previous report directly without going to the application module first. Used to select a predefined view of a given database. This must be done prior to starting a new application. Re-freshing the Screen If it becomes necessary to "re-fresh" the screen in UDMS because of messages being displayed on the screen, press the following key combination simultaneously, CTRL and W. Change Mode Interface Throughout UDMS, there are several opportunities to change details. UDMS offers the following two modes for changing fields/details: 1 3

12 UDMS Beginning Training Guide "STD" MODE Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY R E P O R T D E S C R I P T O R 1. Report Name : REPORTHD 2. Description : Lesson 1 Report 3. Page Width : Default Page Header : Y 5. Default Column Detail : Y <return> opens the field for change 6. Public Report : N 7. Access Level : 3 8. Access Password : 9. Definition Modify Level : 3 CHANGE/STD <PF1> opn <PF3> cancel <PF4> finished Highlight the desired DETAIL by use of the <arrow> keys or by entering the Detail-Number followed by <return>. Press <return> to open the Detail for CHANGE. <==== Note "OPN" MODE Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY R E P O R T D E S C R I P T O R 1. Report Name : REPORTHD 2. Description : Lesson 1 Report 3. Page Width : Default Page Header : Y 5. Default Column Detail : Y Automatically opened for change 6. Public Report : N 7. Access Level : 3 8. Access Password : 9. Definition Modify Level : 3 CHANGE/STD <PF1> opn <PF3> cancel <PF4> finished Highlight the desired DETAIL by use of the <arrow> keys or by entering the Detail-Number followed by <return>. Replace the current value by typing any character at the first position or editing the current value using the field editor. "STD" mode: "OPN" mode: causes the fields within a record to be CLOSED until the <return> key is pressed to OPEN them; causes the highlighted field within a record to be automatically open for change. The default mode is the "STD" mode. It is assumed for the lessons in this guide that UDMS has been set up for this default mode. If this is not the case, you might want to consult with your DAS personnel. 1 4

13 UDMS Beginning Training Guide Note: It is important to note this, since in some situations you will be required to place the cursor on a field (or on a line, depending on the type of detail) and press the Return key before you will be allowed to enter a value for the detail (field or line). These are situations where the detail is "closed" until you first press Return to "open" it. Then you are permitted to enter the value. UDMS will "beep" at you if you ignore this preliminary step. It will take some practice to get use to this approach. Field Editor When a detail is opened for change, you have the option of replacing the current value (if there is one) by typing any character at the first position or editing the current value by using the field editor. Any time a detail is opened for change, the field editor can be invoked by pressing the > key, or any of the special edit keys listed below. You will know when a field is opened for change by the edit screen attribute that has been predefined. For the "STD" mode, which we are using, you will see the field being underlined when it is opened for edit. Field editing in UDMS uses "insert mode" (as opposed to the "overstrike" mode) which allows you to change portions of your entry rather than having to re-enter the entire value. The special editing features include the following; Key or key sequence Function > Moves the cursor one character to the RIGHT and invokes the field editor. < Moves the cursor one character to the LEFT. <Ctrl>E Moves the cursor to the END of the field detail. <Ctrl>B Moves the cursor to the BEGINNING of the field detail. <Ctrl>F Moves the cursor FORWARD (to the right) ONE WORD. <Ctrl>R Moves the cursor in REVERSE (to the left) ONE WORD. <Ctrl>D Deletes one word at a time to the right of the cursor. <X or <delete> Eases one character at a time to the left of the cursor. To insert a character or characters at the beginning of a detail: 1 press the > key to invoke the editor; 2 press the < key to position the cursor back to the beginning of the detail; 3 enter the desired character(s). To ignore your current edits and bring back the original entry: 1 press the <delete> key until the cursor is positioned at the beginning of the detail (where the detail appears blank); 2 press <return> or press <PF3> for cancel. 1 5

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15 2 Lesson 0 - Using the Inquiry Module The first lesson will walk you through the use of the Inquiry module of UDMS. This module allows you to view some or all of the fields in the records associated with a particular view of a given database. You may choose to view all of the records or just a selected subset of these records. The Inquiry process involves the following steps: In the Menu system select OECN/UDMS/Some Data Base. At the UDMS main menu select DATA option. In the DATA Menu select the desired view of the database. At the UDMS main menu select the INQ (inquiry) module. At the INQuiry main menu select one of the options: SHOW, LIST, or COUNT. SHOW displays one record at a time with the fields as rows. LIST displays one record per line with fields across the top. COUNT generates a total count of the number of selected records or a count of all records in the database. Choose an option to select a subset of the records or to use all of the records. Generate the display or count. Use options to review the fields or records. Return to the main UDMS menu. 2.1 Inquiry Examples For the Inquiry we will do the following: 1 Use the data base, DEMO - UDMS Demo/Practice Dictionary (as provided by Interactive Software Systems, Inc.) 2 Use the PRSPAY (Personnel-Payroll) view of the data base. 3 Use the SHOW option to display the records of all female employees whose pay per period is over $ Use the LIST option to list all employees whose Title is SALESMAN, using just the fields: SSN, LASTNAME, FIRSTNAME, ADDR1, CITY, ZIP, BRTHDATE, TITLE, MSTATUS, CUR_SALARY, & FICA_BASE. 5 Use the COUNT option to determine the number of male employee records in the data base. 2 1

16 Lesson 0 - Using the Inquiry Module Bring Up UDMS and the Database Use the Menu System and select the OECN option. Next select the UDMS option. You are first shown a list of the available databases. Use up and down arrows to highlight the desired selection, and then press the Return key. For this exercise select the "DEMO UDMS Demo/Practice Dictionary" option. You will bring up the text based version of UDMS and see the following main menu: Version 5.3-aa User Data Management System M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/22/99. Select INQUIRY Option You have the option of moving to the INQ heading and then pressing the Return key or typing in the command, INQ, and pressing the Return key. Do one of these. A screen such as the following will appear: 2 2

17 Lesson 0 - Using the Inquiry Module EXISTING DATA DEFINITIONS BILLING Billing Record CO_STATS Company Operating Statistics CUST_LU Customer Master for FRM Lookups CUST_MST Customer Name & Address Master DAILYTXN Daily Transaction File DEPNDNTS Dependents Demo File HISTTXN History Transaction File INVMSTR Inventory Master File NEWDLYTXN Expanded record for DAILYTXN ORDERS Order Entries for Customers ORDER_DET Order Detail Records ORDER_HDR Order Header Record PARTMSTR Part Master File PARTORD History Transactions for PARTMSTR SELECT <PF1> more <PF3> cancel Highlight the desired DATA DEFINITION by use of the <arrow> keys or by entering the Name followed by <return>. Display windows of Definitions by use of the <PF1> key. Press <return> to make your selection. Select Data Definition Use the arrow keys to highlight the desired data definition (database view) and press return, or press the PF1 key to bring up the next screen of data definitions. An alternative is to type in all or part of the name of the data definition. If part of the name is entered, UDMS will go to the page which contains the name. At this point you can highlight the selection and press the Return key. If the complete name is typed in, then UDMS will select this data definition and automatically return you to the UDMS main menu. For this lesson select the "PRSPAY" (personnel-payroll) definition by typing in the word PRS and pressing the Return key. A screen such as the following will appear. EXISTING DATA DEFINITIONS PRSMST Personnel Demo File ----> PRSPAY Personnel & Payroll Info PRSPAYHST Prsmst/Paymst/Payhst SALESREC Sales Prospect Record SLSACTREC Sales Activity Record SLSACTUPD Sales Activity Update TERMS Payment Terms Record SELECT <PF1> more <PF3> cancel Highlight the desired DATA DEFINITION by use of the <arrow> keys or by entering the Name followed by <return>. Display windows of Definitions by use of the <PF1> key. Press <return> to make your selection. 2 3

18 Lesson 0 - Using the Inquiry Module Move the cursor to highlight the line, "PRSPAY", and press the Return key. You will be automatically returned to the INQ Main Menu. A screen similar to the following will appear: Version 5.3-aa Inquiry View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : MENU <PF1> command <PF4> finished SHOW existing records DATA select a Data Definition FINISHED LIST existing records EXIT COUNT existing records SELECT SHOW OPTION You will need to select one of the options: SHOW, LIST, or COUNT. The first two options display some or all of the records of the database either one at a time (SHOW), or in a table (LIST) with one line for each record. The COUNT option will give a count of the total number of records which have been selected. For this lesson select the SHOW option. A menu such as the following will appear. 2 4

19 Lesson 0 - Using the Inquiry Module Version 5.3-aa INQUIRY SHOW View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : MENU <PF3> cancel SELECTED records BY example ALL records For this lesson select the "SELECTED records" option. Now a menu such as the following will appear. Version 5.3-aa INQUIRY SHOW View: PRSPAY Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1... DEFINE <PF1> select <PF2> help <PF4> finished The first five fields on the data view, PRSPAY, are showing at the top of the screen. By pressing the PF1 key, you will be able to arrow up and down to see all of the fields on this view of the data base. Below this you will see a section entitled, "DATA RECORD QUALIFICATION" with a place for entries of a comparison field, comparison operator, and value. 2 5

20 Lesson 0 - Using the Inquiry Module Selecting Comparison Data For this exercise you are to select all female employees whose current monthly salary is greater than $800. First we want to make the selection, GENDER EQ F, in order to select just the female employees. You must first enter the name of the field to be compared (in this case the field "GENDER"). There are two ways of doing this. You can either just type in the field name, or you can press the PF1 key to bring up a list of the available fields and then make a selection. Press the PF1 key to bring up a list of the available comparison fields. Move the down arrow to the GENDER field and press the Return key to make the selection. You will be returned to the INQUIRY SHOW Menu with the GENDER field filled in as shown next. Version 5.3-aa INQUIRY SHOW View: PRSPAY Data Fields Record DspLen Typ Key 11 PHONE : PRSMST 7 NU 12 GENDER : PRSMST 1 AL 13 BRTHDATE : PRSMST 6 DT 14 HIREDATE : PRSMST 6 DT 15 TERMDATE : PRSMST 6 DT Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 GENDER EQ AND DEFINE <PF1> select <PF2> help <PF4> finished The default comparison operator is "EQ". There are other choices which can be seen by pressing the PF2 or Help key. Press the Return key to accept the default and move to the comparison value, which can either be a constant or another field. Enter the value F and press the Return key. The cursor will be sitting on the "And/Or" field. For this example press the Return key to accept AND as a default. The result will look like the following screen. 2 6

21 Lesson 0 - Using the Inquiry Module Version 5.3-aa INQUIRY SHOW View: PRSPAY Data Fields Record DspLen Typ Key 11 PHONE : PRSMST 7 NU 12 GENDER : PRSMST 1 AL 13 BRTHDATE : PRSMST 6 DT 14 HIREDATE : PRSMST 6 DT 15 TERMDATE : PRSMST 6 DT Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 GENDER EQ F AND 2 DEFINE <PF1> select <PF2> help <PF4> finished The cursor should be sitting on the underline space following the number 2. UDMS will now allow you to enter additional comparisons to use or to finish this process. Since we also want the female employees whose current pay (CUR_SALARY) is over $800, we will need to continue. You now repeat the above process by pressing the PF1 key and selecting the CUR_SALARY field. The resulting screen should be similar to the following. Version 5.3-aa INQUIRY SHOW View: PRSPAY Data Fields Record DspLen Typ Key 11 PHONE : PRSMST 7 NU 12 GENDER : PRSMST 1 AL 13 BRTHDATE : PRSMST 6 DT 14 HIREDATE : PRSMST 6 DT 15 TERMDATE : PRSMST 6 DT Qual Entries: 1 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 GENDER EQ F AND 2 CUR_SALARY EQ DEFINE <PF1> select <PF2> help <PF4> finished The cursor is again at the default comparison operator "EQ". In order to see the alternatives, press the help key PF2. The following pop-up screen will appear at the bottom. EQ begins with LE less than or equal to EE exactly equal to NE does not begin with GE greater than or equal to NX NOT exactly equal to LT less than CN contains GT greater than NC does not contain <more> 2 7

22 Lesson 0 - Using the Inquiry Module Enter the operator "GT" and press the Return key. Then enter the value 800 and press the Return key two times since this is the last condition. The screen should look something like the following. Version 5.3-aa INQUIRY SHOW View: PRSPAY Data Fields Record DspLen Typ Key 11 PHONE : PRSMST 7 NU 12 GENDER : PRSMST 1 AL 13 BRTHDATE : PRSMST 6 DT 14 HIREDATE : PRSMST 6 DT 15 TERMDATE : PRSMST 6 DT Qual Entries: 1 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 GENDER EQ F AND 2 CUR_SALARY GT 800 AND 3 DEFINE <PF1> select <PF2> help <PF4> finished Now press the PF4 key to indicate that you have no additional comparisons to enter. You will now see a screen similar to the following. Version 5.3-aa INQUIRY SHOW View: PRSPAY Data Fields Record DspLen Typ Key 11 PHONE : PRSMST 7 NU 12 GENDER : PRSMST 1 AL 13 BRTHDATE : PRSMST 6 DT 14 HIREDATE : PRSMST 6 DT 15 TERMDATE : PRSMST 6 DT Qual Entries: 2 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 GENDER EQ F AND 2 CUR_SALARY GT 800 QUALIFY MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry DELETE an Entry At this point the QUALIFY Menu will allow you to Add additional comparisons, Insert a new comparison between current ones, Modify a comparison, Delete, or Review the comparisons. 2 8

23 Lesson 0 - Using the Inquiry Module By pressing the FINISHED key, <PF4>, the inquiry process will search the data base for all records which match both of the above selections. Press the PF4 key. The first of any matches will appear one record at a time. The following is a typical screen. Version 5.3-aa INQUIRY SHOW View: PRSPAY 1 EMPNO : SSN : LASTNAME : GONZOLES 4 FIRSTNAME : VICKI L 5 ADDR1 : 4553 S QUEBEC CT 6 ADDR2 : 7 CITY : DENVER 8 STATE : CO 9 ZIP : AREACODE : PHONE : GENDER : F 13 BRTHDATE : 09/30/53 14 HIREDATE : 01/14/79 15 TERMDATE : 00/00/00 SHOW <PF3> cancel NEXT record CANCEL REVIEW this record Move the cursor to the REVIEW option and press the Return key. Use the up and down arrow keys to see all of the fields. Then press the PF4 key to return to the SHOW Menu. Use the NEXT record and the REVIEW record keys to bring up other records that were found by the above selection. After the last record is reached, UDMS will continue the search and then return you to the main INQUIRY menu. SELECT LIST OPTION Now select the LIST option. You will see an INQUIRY LIST screen such as the following: 2 9

24 Lesson 0 - Using the Inquiry Module Version 5.3-aa INQUIRY LIST View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : MENU <PF3> cancel SELECTED records BY example ALL records Put the cursor on the "BY example" option and press the Return key. A screen such as the following will appear. Version 5.3-aa INQUIRY LIST View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : BY EXAMPLE <PF1> clear <PF2> help <PF3> cancel <PF4> finished Enter the field values to be used in retrieving the desired records. Numeric fields will be qualified on an exactly equal basis. Alphanumeric field values may include wildcard characters and will be qualified on a begins with basis. All field values entered will be connected by an implied AND. The cursor will be flashing on the first field, EMPNO. Use the down arrow key to move the cursor to the TITLE field and enter SALESMAN. Then press the Return key to accept the entry. A screen such as the following will appear. 2 10

25 Lesson 0 - Using the Inquiry Module Version 5.3-aa INQUIRY LIST View: PRSPAY 16 CURRENT : _ 17 DEPTNO : 18 TITLE : SALESMAN 19 MSTATUS : _ 20 DEPNDNTS : 21 PAY_EMPNO : 22 R_BRANCH : 23 R_NUMBER : 24 WAGE_CLS : _ 25 CUR_SALARY : 26 PAY_TYPE : _ 27 CUR_HOURS : 28 FICA_BASE : 29 FICA_RATE : 30 FEDTX_RATE : BY EXAMPLE <PF1> clear <PF2> help <PF3> cancel <PF4> finished You have the option to enter additional selections. Since we want the selection to be just the SALESMAN with no additional restrictions, press the PF4 key to signal that we are finished with the selections. A screen such as the following will appear next Version 5.3-aa INQUIRY LIST View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : <PF3> cancel Select the FIELDS to be included in the List. SELECTED fields ALL fields Select the Output Fields The next step when using the INQUIRY LIST option is to determine which fields will be included in the list. This can be a selected subset, or all of the fields. 2 11

26 Lesson 0 - Using the Inquiry Module For this exercise choose the SELECTED fields option. A screen such as the following will appear. Version 5.3-aa INQUIRY LIST View: PRSPAY 1 List Fields: 0 LIST FIELD SELECTION Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN SELECT <PF1> select <PF2> help <PF4> finished Press the PF1 key to access the list of data fields. Use the arrow keys to highlight each of the following fields to appear on the inquiry. Press the Return key for each entry. Select the following fields: SSN, LASTNAME, FIRSTNAME, ADDR1, CITY, ZIP, BRTHDATE, TITLE, MSTATUS, CUR_SALARY, FICA_BASE. Press the PF4 key when finished completing entries. A screen such as the following will appear. Version 5.3-aa INQUIRY LIST View: PRSPAY 7 BRTHDATE 8 TITLE 9 MSTATUS 10 CUR_SALARY 11 FICA_BASE List Fields: 11 LIST FIELD SELECTION Data Fields Record DspLen Typ Key 25 CUR_SALARY : PAYMST 9 NU 26 PAY_TYPE : PAYMST 1 NU 27 CUR_HOURS : PAYMST 6 NU 28 FICA_BASE : PAYMST 8 NU 29 FICA_RATE : PAYMST 8 NU FIELD SELECT MENU <PF3> cancel <PF4> finished ADD a Field REVIEW the Fields CANCEL INSERT a Field CLEAR all Fields FINISHED DELETE a Field 2 12 At this point you have the options to Add a field, Insert a field, Delete a field, Clear all fields and start over, Review the fields, or Cancel the whole thing and return to the main LIST Menu.

27 Lesson 0 - Using the Inquiry Module If the selections are correct, then press the PF4 key to begin the search, and bring up the first page of the list. A sample screen follows: Version 5.3-aa INQUIRY LIST View: PRSPAY SSN LASTNAME FIRSTNAME ADDR1 CI ANDERSON WILLIAM A 7506 S TRENTON CT MA ROTH PAUL G 7909 COLUMBINE AVE TH HASKINS FRANK R 2183 CREIGHTON DR BR DAVIS THOMAS R 5401 W CLINTON DR TH BUCHANAN HAROLD H 5041 S PINEWOOD WY LI LIST <PF3> cancel NEXT page CANCEL REVIEW page In order to view the hidden part of the screen, press the REVIEW Page key. You will now be able to scroll to the Right and to the Left as shown in the next screen. Version 5.3-aa INQUIRY LIST View: PRSPAY SSN LASTNAME FIRSTNAME ADDR1 CI ANDERSON WILLIAM A 7506 S TRENTON CT MA ROTH PAUL G 7909 COLUMBINE AVE TH HASKINS FRANK R 2183 CREIGHTON DR BR DAVIS THOMAS R 5401 W CLINTON DR TH BUCHANAN HAROLD H 5041 S PINEWOOD WY LI REVIEW <PF1> home <PF4> finished Scroll LEFT FINISHED Scroll RIGHT Use the RIGHT and LEFT scroll keys to review the entire list. When finished, press the PF4 key to return to a previous menu. Then press the NEXT Page key. When you reach the end of the data, press the PF4 key two times to return to main INQUIRY Menu as shown next. 2 13

28 Lesson 0 - Using the Inquiry Module Version 5.3-aa Inquiry View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : MENU <PF1> command <PF4> finished SHOW existing records DATA select a Data Definition FINISHED LIST existing records EXIT COUNT existing records SELECT COUNT OPTION Now select the COUNT option. You will see a screen similar to the following: Version 5.3-aa INQUIRY COUNT View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : MENU <PF3> cancel SELECTED records BY example ALL records For this exercise we want to obtain a count of the number of male employee records. To do this use the option to select BY example. A screen similar to the following will appear. 2 14

29 Lesson 0 - Using the Inquiry Module Version 5.3-aa INQUIRY COUNT View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : _ 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : BY EXAMPLE <PF1> clear <PF2> help <PF3> cancel <PF4> finished Press the PF1 key in order to clear any previous selections. Use the arrow keys to move to the GENDER field and enter a capital M. Then press the Return key. After making the selections, press PF4 key to begin the counting process. The number of selected records will appear at the bottom of the screen as shown next. Version 5.3-aa INQUIRY COUNT View: PRSPAY 1 EMPNO : 2 SSN : 3 LASTNAME : 4 FIRSTNAME : 5 ADDR1 : 6 ADDR2 : 7 CITY : 8 STATE : 9 ZIP : 10 AREACODE : 11 PHONE : 12 GENDER : M 13 BRTHDATE : 14 HIREDATE : 15 TERMDATE : BY EXAMPLE <PF1> clear <PF2> help <PF3> cancel <PF4> finished 13 records QUALIFIED... Press <PF4> to continue... Press the PF4 key to continue. Keep pressing PF4 until you return to the main UDMS menu. 2 15

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31 3 Learning UDMS:ReportWriter 3.1 Overview The material for this chapter is taken, with permission, from the "UDMS Getting Started Guide", distributed by Interactive Software Systems, Inc, Denver, Colorado. This chapter leads you, step by step, through the many features offered by ReportWriter (RPW). As you complete the lessons provided, you will become very familiar with such options as: o Choosing fields o Defining calculated fields o Generating output o Identifying selection criteria o Defining input fields o Formatting a report ReportWriter offers a unique window based interface for generating reports from a simple default report to a comprehensive user-defined matrix, detail, or summary report. This chapter will walk you through the steps from a simple default report to more complex reports using input values, calculated fields, subtotalling and formatting. 3.2 Steps to Create a Report As you will see in lesson 1 which follows, very few steps are necessary to create a meaningful report. Once a data definition has been loaded, you use the following steps with ReportWriter: 1 Define the report descriptor. Contains the name of the report, a description, the page width, default format options, and security information. 2 Select the fields desired from the current data definition (view). 3 View or print out the default report using the "GENERATE" OPTION, as illustrated next. 3 1

32 Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY ================================================================================ DD-MMM-YY HH:MN XM REPORTHD PAGE 9999 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records ===>GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Upon selecting "GENERATE", you may then choose output parameters for the report such as, output location, left and right margins, first and last page to print, characters per inch, numbers of copies, etc. Reports may be generated interactively or sent to batch. As an option, reports generated to a holding file may be REVIEWED on the screen by scrolling forward and backward, or by searching for a matching string. 4 Optionally, customize your report through various format options as shown on the next screen: Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY ================================================================================ DD-MMM-YY HH:MN XM REPORTHD PAGE 9999 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, FORMAT MENU <PF4> finished Page HEADER Page FOOTER EXAMINE Format FINISHED Column DETAIL Report TITLE Report GROUPS Report TRAILER 3 2

33 The format options - Page HEADER, Column DETAIL, Report GROUPS, Page FOOTER, Report TITLE, Report TRAILER - allow you to customize your report by identifying what will print at the top or bottom of each page, the information to be printed from each record, and/or the data to be totalled. 5 As a final step, you may optionally enhance the report with any of the following sections: INPUT FIELDS Input Fields: 1 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1 IN_USER AN Enter your LASTNAME in all CAPS: CALCULATED FIELDS Calc Fields: 2 CALCULATED FIELD DEFINITION Columns Avail: 918 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $99, CUR_SALARY *.06 WHN 2 WAGE_CLS EQ 1 3 CA_PAY_DT TS MM/DD/YY HIRE_DATE + 10 RECORD QUALIFICATION Qual Entries: 2 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 DEPTNO GE 10 AND 2 DEPTNO LE 30 RECORD SORT Sort Entries: 2 REPORT DATA SORTING Sort Field Sort Type 1 DEPTNO ASC 2 LASTNAME ASC Input Fields allow you to dynamically process data. That is, every time the report is run, different data may be applied based upon the input value(s) entered. Calculated Fields can be defined against fields, constants, functions or synonyms, conditionally or unconditionally. Record Qualification determines which records to select for output and includes operators such as "exactly equal", "begins with", etc. Record Sort allows you to define control groups and the order in which the records are to be printed. 3 3

34 3.2.1 Visualizing Your Report During the entire definition process, the format is displayed, allowing you to visualize your report as you create it. For some screens, the report layout is displayed from top to bottom and left to right. The "column detail" format is displayed in the top window. The following two screens show a display of the full report layout and the column detail format respectively: FULL REPORT LAYOUT Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY ================================================================================ DD-MMM-YY HH:MN XM REPORTHD PAGE 9999 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format COLUMN DETAIL DISPLAY Rpw: REPORT_HHD REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : EMPLOYEE # LASTNAME FIRSTNAME DEPT. # SALARY CA_RAISE ********** *************** ****************** ******* *********** ********** XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX 9999 $999, $99, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 918 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $99,9... CUR_SALARY *.06 WHN 2 DEPTNO EQ DEFINE <PF2> help <PF4> finished As you are defining your report, the column detail display may automatically adjust based on your entries. When the column detail display will be affected, the ruler displays in the top window; when the column detail is given simply as a reference and will not be altered, the ruler is absent. 3 4

35 RULER = Column Display WILL Change Rpw: REPORT_HHD REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : EMPLOYEE # LASTNAME FIRSTNAME DEPT. # SALARY CA_RAISE ********** *************** ****************** ******* *********** ********** XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX 9999 $999, $99, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 918 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $99,9... CUR_SALARY *.06 WHN NO RULER = Column Display will NOT Change Rpw: REPORT_HHD REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME FIRSTNAME DEPT. # SALARY ********** *************** ****************** ******* *********** XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX 9999 $999, Input Fields: 1 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1 IN_USER AN Enter your LASTNAME in all CAPS:

36 3.2.2 Tutorial Lessons The lessons that follow contain exercises designed to guide you through a learning process. The content of each lesson is outlined below: LESSON CONTENT 1. Define a New Report Def and Select Fields Covers the minimium steps for defining a report, including the Report Descriptor, Field Selection, Report Generation and Catalog (saving the report definition). 2. Define Input/Calc Fields Illustrates the procedure for defining Input Fields and Calculated Fields. 3. Qualify Data Records Shows how to identify a specific set of records to be included in a report. 4. Sort Report Data Covers how to rearrange the order of the printed records. 5. Format the Report Discusses the format options, from the report heading to the report trailer. You will be asked to use a view of the database which contains both personnel and payroll records. You are to create an employee salary report in steps. Each of the following lessons performs one step, and will continue with the report were the previous lesson left off. You will be allowed to save the result of lesson one. After that, you will use a previously saved report which takes up where the prior one left off. Everyone will start lessons 2-5, with the same pre-saved sample report. 3 6

37 3.3 Lesson 1 - Defining a New Report Definition In this lesson you will generate a quick default report using demo personnel and payroll data. Specifically, you will create a report that lists all employees currently employed by the company and their current salary (using the demo file "PRSPAY"). You will use the following steps: 1 Load the ReportWriter MAIN MENU. 2 Select "DEFINE a new RPW Def". 3 Define the report DESCRIPTOR. (Includes the report name, description, page width, default formats, security access, etc.) 4 Select fields to be included in the report. 5 Generate the report for the results. 6 Select additional fields for the report and generate it again for the results. 7 Catalog to save the report Load the RPW Main Menu Use the Menu System and select the OECN option. Next select the UDMS option. You are first shown a list of the available databases. Use up and down arrows to highlight the desired selection, and then press the Return key. For this lesson select the "DEMO UDMS Demo/Practice Dictionary" option. You will bring up the text based version of UDMS and see the following main menu: Version 5.3-aa User Data Management System M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/22/

38 Select the RPW option. You should see a screen such as the following: EXISTING DATA DEFINITIONS BILLING Billing Record CO_STATS Company Operating Statistics CUST_LU Customer Master for FRM Lookups CUST_MST Customer Name & Address Master DAILYTXN Daily Transaction File DEPNDNTS Dependents Demo File HISTTXN History Transaction File INVMSTR Inventory Master File NEWDLYTXN Expanded record for DAILYTXN ORDERS Order Entries for Customers ORDER_DET Order Detail Records ORDER_HDR Order Header Record PARTMSTR Part Master File PARTORD History Transactions for PARTMSTR SELECT <PF1> more <PF3> cancel Highlight the desired DATA DEFINITION by use of the <arrow> keys or by entering the Name followed by <return>. Display windows of Definitions by use of the <PF1> key. Press <return> to make your selection. Select Data Definition In the ReportWriter lessons, you will use the data definition "PRSPAY". IF PRSPAY is not displayed on your screen, press the PF1 key until it is. Then, use the Arrow keys to highlight it, and press Return. Upon selecting "PRSPAY", the REPORTWRITER MENU will appear as shown next. Version 5.3-aa UDMS-ReportWriter View: PRSPAY M E N U SELECT any RPW Def cataloged against current Data Def CHOOSE any RPW Def regardless of Data Def GENERATE any RPW Def from same group as current Data Def LOAD any RPW Def to current Data Def DEFINE a new RPW Def against current Data Def DATA select another Data Def FINISHED return to the Main Menu EXIT MENU <PF2> help <PF4> finished 3 8

39 The following options are available: Option SELECT CHOOSE GENERATE LOAD DEFINE DATA Explanation any report (definition) already defined on the current view. This will bring up a list of all saved reports for this view, and allow you to select and then modify the report. any report (definition) already saved on any view. This will bring up a list of all reports for all views. This is similar to the SELECT option, except all reports on all views are included. any report already defined on the current view. This option will allow you to generate previous reports. any report (definition) already saved on the current view. You can use this as a template to make changes and create a new report from the old one. a new report definition against the current view. This is used to begin a completely new report from scratch. is used to change to a different view of the data base. For example, to change from PRSPAY to SALESREC The Report Descriptor Since you want to create a new report, Select the DEFINE option to bring up the REPORT DESCRIPTOR screen. The following screen will appear. UDMS-ReportWriter REPORT DEFINITION View: PRSPAY R E P O R T D E S C R I P T O R 1. Report Name : 2. Description : 3. Page Width : 4. Default Page Header : 5. Default Column Detail : 6. Public Report : 7. Access Level : 8. Access Password : 9. Definition Modify Level : DEFINE <PF2> help <PF3> cancel The following fields are used for this option: 3 9

40 Field Description 1. Report Name determines how the report is identified in the data dictionary once it is saved. The name may contain up to fourteen letters, numbers, and/or underscores, and may begin with a letter or an underscore. 2. Description may contain up to thirty-six characters and is the title of the report. 3. Page Width identifies the WIDTH of the report, up to 999 characters. The default page width given on the screen may be adjusted here, as well as in several other places as the process continues. 4. Default Page Header 5. Default Column Detail enables you to specify whether or not you want a page header to be automatically formatted, and thus be included in the report display. Otherwise, you will need to enter all of the details from scratch. It is much simpler to accept the default header. enables you to specify whether or not you want the column detail (data from every qualified record) to be automatically formatted and thus included in the report display. If you select "NO", then you will have to specify the detail yourself such as the type of field (numeric, alpha, etc.), the length of the field, etc. It is much simpler to accept the default formatting, and then make adjustments, if necessary, than to do it from scratch. There are three choices for this prompt: Y Gives a columnar display B Gives the block display N Disables the default column detail display Examples of these three choices are displayed next: ***COLUMN DISPLAY*** Rpw: REPORTHD REPORT DEFINITION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, Report Fields: 4 REPORT FIELD SELECTION Columns Avail: 36 ***BLOCK DISPLAY*** Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPNO: DEPTNO: 9999 WAGE_CLS: 9 CUR_SALARY: $999,

41 ***NO DISPLAY*** Rpw: DIEHL_T REPORT DEFINITION View: PRSPAY Report Fields: REPORT FIELD SELECTION Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN Column Display Block Display No Display includes a column header and 1 line of field placement. displays up to 99 lines of data (from the last line up) within the width specified. One or more fields per line are printed in the format of "fieldname:data". presents the report field list. For this lesson you will use the "Column Display". Field Description 6. Public Report contains a Yes or No value. Y = report definition will be available to all users whose access level is the same as or greater than that of the author. N = report definition will be available to ONLY this user ID or to "THE" UDMS System Manager. A blank is the same as a "Y". 7. Access Level The ACCESS LEVEL indicates the level of user access necessary to SELECT the report definition. There are nine access levels available, 1-9, where 9 has the highest privilege. 8. Access Password 9. Definition Modify Level To further restrict access into SELECTING a report definition, a password may be entered. Passwords may be up to 6 characters of any type and are case sensitive. A user with an access level EQUAL TO that of the report definition must know the password to select the definition. A user with an access level GREATER THAN that of the report definition will not be required to know the password to select the definition. While a report definition may be available for selection, this value determines the user access level necessary to MODIFY it. Enter Values for the Report Descriptor For this lesson use the following values. Use the name, REPORTXX (where XX are your initials), and describe it as "Lesson 1 Report". Then accept the default values provided for the remaining fields. The screen should look similar to the following: 3 11

42 UDMS-ReportWriter REPORT DEFINITION View: PRSPAY R E P O R T D E S C R I P T O R 1. Report Name : REPORTXX 2. Description : Lesson 1 Report 3. Page Width : Default Page Header : Y 5. Default Column Detail : Y 6. Public Report : N 7. Access Level : 3 8. Access Password : 9. Definition Modify Level : 3 CHANGE/STD <PF1> opn <PF3> cancel <PF4> finished Highlight the desired DETAIL by use of the <arrow> keys or by entering the Detail-Number followed by <return>. Press <return> to open the Detail for CHANGE. Press PF4 key to accept the defaults Select the Report Fields After defining the report descriptor, the REPORT FIELD SELECTION menu, similar to the following screen will automatically appear. Rpw: REPORTXX REPORT DEFINITION View: PRSPAY Report Fields: REPORT FIELD SELECTION Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN <PF3> cancel Select the FIELDS to be included in the Report. SELECTED fields ALL fields Notice that the top banner displays the name of your Report Definition and the current Data Definition with which your are working, "PRSPAY". The middle window displays the first six fields from the data definition. 3 12

43 The FIELD SELECTION MENU gives you the option of selecting certain fields, or all fields from the current data definition. You may include up to 256 fields in a report. Selecting the Fields The report definition you are to create will consist of the following fields: EMPNO DEPTNO WAGE_CLS CUR_SALARY (employee number) (department number) (wage class) (current salary) Later you will add to the list. Highlight the SELECTED fields option, and press the Return key. A screen such as the following will appear: Rpw: REPORTXX REPORT DEFINITION View: PRSPAY...: : : : : : : :...80 Report Fields: 0 REPORT FIELD SELECTION Columns Avail: 80 Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN SELECT <PF1> next <PF2> help <PF4> finished You will first need to highlight the desired field, and then press the Return key to include it in the report. To highlight a field do one of the following: Type the field name. Type the field number. Use the Arrow keys to traverse the list of fields. Use the PF1 key to traverse the list of fields. While the cursor is in the list of data fields, notice that next to each field name, there is additional information the record definition associated with the field, the field length, the data type, and the key designation (if applicable). You want the first field "EMPNO", which is highlighted, to be included in the report. Press the Return key while the cursor is on "EMPNO". A screen similar to the following will appear. 3 13

44 Rpw: REPORTXX REPORT DEFINITION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # ********** Report Fields: 1 REPORT FIELD SELECTION Columns Avail: 70 Data Fields Record DspLen Typ Key 1 EMPNO <==== : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN SELECT <PF1> next <PF2> help <PF4> finished Notice that the ruler is displayed in the top window, and that the "EMPNO" field is automatically positioned at column 1. This top window will serve as a template for our default column detail, displaying a default column heading and a data place holder, (indicating the format of the data field). The column length is determined by the longer of the column heading or the data. Next move the cursor down to highlight line 17, "DEPTNO". Press the Return key to add this field to the report. The screen should like similar to the following: Rpw: REPORTXX REPORT DEFINITION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # DEPT. # ********** ******* Report Fields: 2 REPORT FIELD SELECTION Columns Avail: 61 Data Fields Record DspLen Typ Key 13 BRTHDATE : PRSMST 6 DT 14 HIREDATE : PRSMST 6 DT 15 TERMDATE : PRSMST 6 DT 16 CURRENT : PRSMST 1 AL 17 DEPTNO <==== : PRSMST 4 NU 18 TITLE : PRSMST 10 AN SELECT <PF1> next <PF2> help <PF4> finished Again, notice that the field is automatically placed, displaying the default column heading and data representation. Also notice that the middle banner shows that there are 61 available columns remaining for an 80 column format. 3 14

45 Now move the cursor to select the field "WAG_CLS", and then to select the "CUR_SALARY" field. The screen should look similar to the following: Rpw: REPORTXX REPORT DEFINITION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, Report Fields: 4 REPORT FIELD SELECTION Columns Avail: 36 Data Fields Record DspLen Typ Key 21 PAY_EMPNO : PAYMST 5 NU 22 R_BRANCH : PAYMST 2 NU 23 R_NUMBER : PAYMST 3 NU 24 WAGE_CLS <==== : PAYMST 1 NU 25 CUR_SALARY <==== : PAYMST 9 NU 26 PAY_TYPE : PAYMST 1 NU SELECT <PF1> next <PF2> help <PF4> finished Since you have finished adding fields to the report, press the PF4 key to move out of the select mode. The following screen will appear which allows you to ADD, INSERT, DELETE, or REVIEW the fields. You have the option of adding more fields or deleting fields at a later time. Rpw: REPORTXX REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, Report Fields: 4 REPORT FIELD SELECTION Columns Avail: 36 Report Fields 1 EMPNO 2 DEPTNO 3 WAGE_CLS 4 CUR_SALARY FIELD SELECT MENU <PF3> cancel <PF4> finished ADD a Field REVIEW the Fields CANCEL INSERT a Field EXAMINE format FINISHED DELETE a Field Since you are finished for now, press the PF4 key. You will be returned to the REPORT DEFINITION menu which looks like the following. 3 15

46 Rpw: REPORTXX REPORT DEFINITION View: PRSPAY ================================================================================ DD-MMM-YY HH:MN XM REPORTXX PAGE 9999 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format The cursor should be on the "DEFINE Input/Calc Flds" option. Notice that the columns of options are in a normal sequence of steps to create to a UDMS report. As you return from one option, the cursor will automatically be positioned at the next option. A brief description of each of the options on this menu follow: Option SELECT Rpt Fields DEFINE Input/Calc Flds QUALIFY Data Records SORT Rpt Data FORMAT this Rpt GENERATE this Rpt EXAMINE Format MODIFY Rpt Descriptor CHANGE Submit Options CANCEL Explanation is used to select the fields which will appear on the report. allows you to define a new field for input data or to define a new field based on calculations involving other fields. is used to set up criteria to select just a subset of the records in the data base. allows you to specify the fields for sorting and the order of the sort. allows you to group the report data and include subtotals and group headers and footers. It also allows you to print page headers and footers with subtotals and report summary. allows you to preview the report or to generate it with the result sent to your terminal, a text file, or a printer. allows you to look at the formats for all of the fields used in this report. allows you to change any of the parameters for the current Report Descriptor. allows you to change any of the parameters for submitting the report to batch printing. allows you to cancel all of the changes made so far to this report. 3 16

47 Option SAVE As CATALOG Explanation allows you to save the current report definition under a new name. You do not leave the report by selecting this option and the current report definition is preserved. allows you to save the report definition under the current name. This option will replace the current report definition with the new version and will not exit from the report. It is a good idea to CATALOG (SAVE) the report fairly frequently in order not to lose your changes Generate the Report You have completed all that is necessary in defining a report definition defining the report descriptor and selecting fields from the data definition. Reports may be generated either interactively or in batch. Select the GENERATE option in order to begin the reporting process. This will display the following OUTPUT PARAMETERS screen. Some of the output parameters are assigned a default value while some are left blank (not set). Rpw: REPORTXX REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter RETURN without printing 3 17

48 Note the following parameters: # Parameter Explanation 1 Output Specification This may be set to the TERMINAL, a text file name, or a printer queue. 6 Characters per inch The choices are 10, 12, Suppress Dupl Values If set to "Y", then duplicate values in the same column will not be printed until the value changes. 16 Stop Every Page If set to "Y", then the print process will stop at the end of each page. This is useful if printing to a terminal or feeding sheets of paper by hand. 17 Read Limit Causes the report generator to limit the number of records to be read. 18 Qualify Limit Causes the report generator to limit the number of qualified (selected) records to be read. 19 Extract Display Inc The increment (in number of reads processed) that will cause the status of qualifying records to be displayed. For example, if this value were set to 500, then after each set of 500 reads, the number of qualifying records and the total number of records read would be displayed. The four menu options for this screen are explained below: Menu Option CONTINUE with Generate CHANGE an Output Parameter PREVIEW this Report RETURN Without Printing Use is used to begin the report generation process once the screen parameters are set as desired. allows you to change any of the parameter values on the above screen. allows you see the report at your terminal. This option automatically overrides the following parameters with the indicated values: Output Specification : TERMINAL Page Length : 22 Stop Every Page : Y Returns you to the previous menu without printing the report. For this lesson select the PREVIEW option. 3 18

49 The PREVIEW option outputs one page at a time to your terminal. A sample page of the report is displayed next. ================================================================================ 27-DEC-96 09:00 AM REPORTXX PAGE 1 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $ 4, $ 3, $ 1, $ $ 2, $ $ $ $ $ $ 2, Press <RETURN> to continue or <PF3> to cancel... Press the Return to see the remainder of the report and a second time to return to the REPORT GENERATION menu. This menu is shown next. Rpw: REPORTXX REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter RETURN without printing Select the option "RETURN Without Printing". The following screen should appear which is at the TOP Report Menu. 3 19

50 Rpw: REPORTXX REPORT DEFINITION View: PRSPAY ================================================================================ DD-MMM-YY HH:MN XM REPORTXX PAGE 9999 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Select Additional Fields In order to enhance the report you are asked to add the additional field, LASTNAME. You will then review the report again. Choose the "SELECT Rpt Fields" option. A screen similar to the following will appear. Rpw: REPORTXX REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, Report Fields: 4 REPORT FIELD SELECTION Columns Avail: 36 Report Fields 1 EMPNO 2 DEPTNO 3 WAGE_CLS 4 CUR_SALARY FIELD SELECT MENU <PF3> cancel <PF4> finished ADD a Field REVIEW the Fields CANCEL INSERT a Field EXAMINE format FINISHED DELETE a Field In order to add the LASTNAME field between the EMPNO and DEPTNO fields, you will need to use the "INSERT a Field" option. 3 20

51 Select the option to "INSERT a Field". A screen similar to the following will appear: Rpw: REPORTXX REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, Report Fields: 4 REPORT FIELD SELECTION Columns Avail: 36 Report Fields 1 EMPNO 2 DEPTNO 3 WAGE_CLS 4 CUR_SALARY INSERT <PF1> next <PF2> help <PF4> finished Highlight the desired Field by use of the <arrow> keys or by entering the Field-Number followed by <return>. Press <return> to INSERT the new Field. Move the cursor to the field "DEPTNO" and press the Return key. A screen similar to the next should appear. Rpw: REPORTXX REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # DEPT. # WAGE CLASS SALARY ********** ******* ********** *********** $999, Report Fields: 4 REPORT FIELD SELECTION Columns Avail: 36 Report Fields 1 EMPNO 2 DEPTNO WAGE_CLS CUR_SALARY INSERT <PF1> select <PF2> help <PF4> finished At this point you can either type in the desired field name (if you know it), or you can press the PF1 key to open up a list of field names from the data definition and use the arrow keys to find the field. 3 21

52 For this lesson, press the PF1 key to open us a list of field names. A screen similar to the following should appear. Rpw: REPORTXX REPORT DEFINITION MODIFICATION View: PRSPAY Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN Report Fields: 4 REPORT FIELD SELECTION Columns Avail: 36 Report Fields 1 EMPNO 2 DEPTNO WAGE_CLS CUR_SALARY INSERT <PF1> next <PF2> help <PF4> finished Use the down arrow key to move the cursor to the field, LASTNAME, and press the Return key. The screen should look like the following: Rpw: REPORTXX REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Report Fields: 5 REPORT FIELD SELECTION Columns Avail: 19 Report Fields 2 LASTNAME 3 DEPTNO WAGE_CLS CUR_SALARY INSERT <PF1> select <PF2> help <PF4> finished Notice that the LASTNAME field now appears at the top of the screen between the original fields, EMPNO and DEPTNO, and with a predefind character length. Also notice that the fields have been renumbered in the middle window. Press the PF4 key to return to the Insert Mode Menu If you wish, you could insert more new fields between other listed fields. Since you are finished with the Insert Mode, press the PF4 key again to return to the Field Select Menu. 3 22

53 At this point you could add new fields to the end of the above list or delete any of the fields in the list. Since you are done with inserting or adding fields, press the PF4 key one more time to return to the Top REPORT MENU. Review the Report You are now asked to preview the report with the new field added. UDMS has the ability to "type ahead". By typing enough characters of the desired screen selections to uniquely identify them, and separating each by a space, you can bypass the display of the individual screens. This time type-in the command "GEN PRE" as shown in the screen below in order to use the PREVIEW option of the GENERATE option all in one command. Rpw: REPORTXX REPORT DEFINITION MODIFICATION View: PRSPAY ================================================================================ DD-MMM-YY HH:MN XM REPORTXX PAGE 9999 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, REPORT MENU [TOP] <PF3> cancel GEN PRE <===== SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format The report will be displayed on your screen, and should look similar to the following: 3 23

54 ================================================================================ 27-DEC-96 08:57 AM REPORTXX PAGE 1 Lesson 1 Report Data definition (PRSPAY) ================================================================================ EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** NOLL 20 1 $ 4, MARVIN 10 1 $ 3, CUSHNER 10 1 $ 1, GARNER 10 2 $ ANDERSON 30 1 $ 2, ROTH 30 2 $ NORRIS 10 1 $ HIRSCH 30 1 $ HOBART 10 2 $ HASKINS 30 2 $ FOSTER 30 1 $ 2, Press <RETURN> to continue or <PF3> to cancel... Finish previewing the report and press Return until the REPORT GENERATION MENU is displayed. Then, choose the option, "RETURN without Printing". The [TOP] REPORT DEFINITION MENU will be displayed CATALOG - Save the Report Definition Once the desired details of the report definition have been created, the definition may be saved. There are two ways of saving a report "CATALOG" and "SAVE As". Use the CATALOG option to save your initial work or subsequent changes to a current report definition. The new definition replaces any previous report definition and does not leave the current menu. Use the SAVE As option to save the report definition under a new name. This does not disturb the current report definition nor does it leave the current menu. The CANCEL option is used to leave the current report definition intact and ignores any changes that may have been made. For this lesson highlight the CATALOG option and press the Return key. While the report is being cataloged, ReportWriter displays the message shown in the partial screen below, and prompts you to press PF4. CATALOG Report Definition REPORTXX has been cataloged! Press <PF4> to continue

55 Press the PF4 key, and then highlight the MAIN option and press Return to return to the MAIN UDMS Menu as shown below. Version 5.3-aa User Data Management System View: PRSPAY M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/18/

56 3.4 Lesson 2 - Defining Input/Calculated Fields In this lesson you will expand on the report created in lesson 1 while learning how to define: INPUT Fields CALCULATED Fields allows you to define fields and prompting text to be displayed upon generation. This provides dynamic processing; ie. every time the report is run, different data may be applied based upon the value(s) entered. allows you to perform calculations using fields, constants, and expressions. Calculations may be performed on every record, or conditionally, based on qualification data. In lesson 2 you will define both input and calculated fields. You will use these fields in the lessons which follow. The following steps will be used in lesson 2: 1 Load the report definition, "REPORT2". 2 Bring up the RPW REPORT MENU [TOP]. 3 Select "DEFINE Input/Calc Fields". 4 Define an INPUT field. 5 Define CALCULATED fields. 6 GENERATE the report for the latest results." You will start up with "REPORT2" which is included in the demo dictionary, and is an exact copy of the definition created in lesson 1. In other words, REPORT2 starts up where you left off in the previous lesson. Note: It is very important that you do NOT use the CATALOG option during lessons 2-5. This because these same beginning reports will be used by later users. If you need to save your work and return to it at a later time, you should use the SAVE AS option, and give the report a new name. Then when you return, use the new named report to continue Load Report Definition - REPORT2 You should be at the UDMS main menu as shown below: 3 26

57 Version 5.3-aa User Data Management System View: PRSPAY M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/18/01. Proceed with the following steps on your own, as given in the next table: MENU / SCREEN USER ENTRY / SELECTION 1. Main Menu If your top right banner displays: "View PRSPAY", skip to step 3. Otherwise: Highlight "DATA" option and press Return. 2. Data Definition Screen Type PRSPAY and press Return. 3. Main Menu Press Return on RPW option. 4. ReportWriter Menu Press Return on SELECT any RPW Def option. 5. Report Definition Screen Highlight REPORT2 and press Return. It will be necessary to press the PF1 key several times to bring up the screen which contains the REPORT2 listing. Use the down arrow key to highlight this entry. The above steps should bring up the following "REPORT DEFINITION SERVICES" screen: 3 27

58 Rpw: REPORT2 REPORT DEFINITION SERVICES View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT2 PAGE 9999 Lesson 2 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, SERVICES MENU <PF4> finished MODIFY this Def GENERATE Report SELECT another Def FINISHED COPY this Def SUBMIT Report to Batch DEFINE a new Def MAIN DELETE this Def EXAMINE Format EXIT DOCUMENT this Def REVIEW Report Define an INPUT Field You will define the input field "IN_DEPTNO" which will allow you to specify a value for DEPTNO every time the report is run. Select the MODIFY option in order to bring up the main REPORT MENU. The following screen should appear. ========================================================================================= DD-MMM-YY HH:MN XM REPORT2 PAGE 9999 Lesson 2 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Now highlight and select the "DEFINE Input/Calc Flds " option. This brings up the INPUT/CALC FIELD DEFINITION MENU. 3 28

59 Select the "Define an INPUT Field option as indicated below. INPUT/CALC MENU <PF4> finished Define an INPUT Field <==== EXAMINE Format FINISHED Define a CALCULATED Field Next select the "USER-DEFINED Input Fields" option as indicated below. DEFINE INPUT FIELDS <PF3> cancel USER-DEFINED Input Fields <==== CANCEL LOAD Input Fields from existing Def TOP The following INPUT FIELD DEFINITION screen will be displayed next: Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Input Fields: 0 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1... DEFINE <PF2> help <PF4> finished Enter a unique NAME up to 32 characters in length, that will contain an associated "input value". An Input Field is loaded with the "Input Value" entered during Generate. This Field may be used in other Report sections (ie. qualification, calculations, etc.), and will be substituted by the "Input Value". In order to differentiate between fields selected from the data definition and input fields defined for the report, it is customary to use a prefix of "IN" to name the input fields. The "Input Field" name may contain up to 32 letters, numbers and/or underscores and may start with a letter or an underscore. No special characters, other than an underscore, may be used as part of an input field name. Notice that input fields do NOT affect the column detail display as shown above, and therefore will NOT use any available columns, (note the absence of the ruler in the top window.) 3 29

60 Enter IN_DEPTNO as the Input Field Name and press the Return key. The following screen should be displayed. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Input Fields: 0 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1 IN_DEPTNO AN DEFINE <PF2> help <PF4> finished The "Type" detail determines the type of data that will be accepted for the input value. You can specify one of the following types: Type AN NU ET TS FN Input Value Requirements alphanumeric; any character is valid. numeric string; any numeric character is valid elapsed time, uses the format DDDDD_HR:MN:SS.CC. You may enter a portion of the format from left to right, on both sides of the underscore, eg., DD_HR:MN, such as: 20_10:15 (20 days, 10 hours, and 15 minutes have elapsed.) time stamp; includes date and/or time; uses the format YYYYMMDD_ HR:MN:SS.CC. You may enter a portion of the format from left to right, eg., YYMMDD_HR, such as _06 (for year 1996, month 06, day 30 and hour 06 am.) field name: allows a field name to be entered when the report is run. For example, this could be used to specify a particular sort field. If you pressed the PF2 (HELP) key while the cursor is on the "Type" field, the following screen would appear listing the choices for the "Type" of field. 3 30

61 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Input Fields: 0 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1 IN_DEPTNO AN <==== DEFINE <PF2> help <PF4> finished Enter the DATA TYPE for AN any character ET elapsed time (DDDDD_HH:MN:SS) this Input Field. NU numeric string TS time stamp (date and/or time) FN field name Enter the value NU (for numeric) and press the Return key. The following screen should appear with the cursor at the "Prompting Text" field. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Input Fields: 0 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1 IN_DEPTNO NU DEFINE <PF2> help <PF4> finished The "Prompting Text" is the text that will be displayed at generate time. The text entered here should be meaningful to the user generating this report. For this lesson, we want the user to enter the highest department number to be processed, therefore enter the text as illustrated next. 3 31

62 Input Fields: 0 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1 IN_DEPTNO NU Enter the highest Department Number to process: DEFINE <PF2> help <PF4> finished After the prompting text is entered, press the Return key. The cursor will go to the next line and prompt for another Input Field name. Since you are defining only one input field, press the PF4 key to indicate that you are finished with this screen. The following screen should appear: Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Input Fields: 1 INPUT FIELD DEFINITION Input Field Name Type Prompting Text 1 IN_DEPTNO NU Enter the highest Department Number to process: INPUT FIELDS MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry This screen allows you to make any changes to the input fields, including adding additional input fields or deleting input fields. These changes may be done at this point or at a later time. 3 32

63 3.4.3 Define CALCULATED Fields Since no changes are to be made, press the PF4 key to indicate that you are finished. The following INPUT/CALC MENU will be displayed. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT2 PAGE 9999 Lesson 2 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, INPUT/CALC MENU <PF4> finished Define an INPUT Field EXAMINE Format FINISHED Define a CALCULATED Field You are now to define several calculated fields in order to do the following calculations for budget planning purposes: 1 Calculate a 7% raise for employees in department 10 2 Calculate a 6% raise for everyone else 3 Calculate the new salaries for all employees For UDMS, you will use the following format: CA_RAISE EQ CUR_SALARY *.07 DEPTNO EQ 10 EQ CUR_SALARY *.06 WHEN ELSE Thus, the calculated raise, CA_RAISE will be equal to the current value of CUR_SALARY times 7%, when the current value of DEPTNO is 10; otherwise, CA_RAISE will be equal to the current value of CUR_SALARY times 6%. The condition of DEPTNO equals 10 qualifies the value of the variable, CA_RAISE. Select the option to "Define a CALCULATED Field". Then select the "USER-DEFINED Calculated Fields" option as illustrated below. 3 33

64 DEFINE CALC FIELDS <PF3> cancel USER-DEFINED Calculated Fields <==== CANCEL LOAD Input Fields from existing Def TOP The CALCULATED FIELD DEFINITION screen now displays, prompting for the "Calc Field Name" as shown next. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 0 CALCULATED FIELD DEFINITION Columns Avail: 19 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1... DEFINE <PF2> help <PF4> finished Enter a unique NAME, up to 32 characters in length, that will contain the resusltant claculated value of the associated definition. User-defined calcuations may be performed against constants, fields, functions or synonyms -- conditionally or unconditionally. In order to differentiate between fields selected from the data definition and new calculated fields defined for the report, it is customary to use a prefix of "CA" for the calculate fields. Enter CA_RAISE for the calculated field name, and press Return to move to the "Typ" field. The cursor prompts for "Typ", allowing you to indicate the field type which is to result from the calculation. You can specify one of the following types: Type NU AN TS ET Calculated Value Requirements numeric string; any numeric character is valid. alphanumeric; causes the result to be any character (alphabetic or numeric). time stamp; includes date and/or time. The format used is YYYYMMDD_ HR:MN:SS. elapsed time; uses the format DDDDD_HR:MN:SS.CC. In this case you want a numeric variable, so accept the default NU. If you press the PF2 (HELP) with the cursor on this field, the following screen will appear. 3 34

65 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 0 CALCULATED FIELD DEFINITION Columns Avail: 19 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU DEFINE <PF2> help <PF4> finished Enter the DATA TYPE for NU Numeric this Calc field: TS Time Stamp ET Elapsed Time AN Alphanumeric Now press the Return key. The cursor will now prompt for the "Mask" that will be applied to the Calc field, CA_RAISE. To mask a numeric field, you will use a 9 for each significant digit you expect from the data and incorporate any other special characters desired (such as a dollar sign, comma, etc.) As you enter the mask, if the number of characters exceeds the displayed size of the field, a pop-out window will appear to accomodate the full entry. Type in the value, $9,999.99, for the mask. Note the pop-out window appears as is shown in the next screen. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Calc Fields: 0 CALCULATED FIELD DEFINITION Columns Avail: 26 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,999.9 ññññññññññññññññññññññññññññññññññññññññññññññññ $9, ññññññññññññññññññññññññññññññññññññññññññññññññ ADD <PF2> help <PF3> cancel <PF4> finished Now press the Return key to accept the entry. 3 35

66 The cursor will now prompt for "Field1", (the data field against which the arithmetic computation will take place.) The field listed here must already be included in the Report Field list. In PRSPAY, the field containing the salary amount is called, CUR_SALARY. If you forget the name of the field, you can press the PF1 key to show a list of the available fields and can select the field from there. Type in the field name, CUR_SALARY, and press Return. The cursor now prompts for the "Opr". There are several operators available. Press the help key, PF2 to bring up a list of operators as shown in the next screen. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Calc Fields: 0 CALCULATED FIELD DEFINITION Columns Avail: 26 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *_ DEFINE <PF1> select <PF2> help <PF3> cancel Enter an appropriate * multiplication concatenation (AN only) Operator for the type / division ^ exponential of calculation to be + addition performed: - subtraction All of the operators are standard except for the " " (concatenate) which is only applicable for AN type fields. The " " enables fields/variables/functions/ and/or conatants to be concatenated. In this exercise, you will calculate a 7% raise for employees in Dept. 10 and a 6% raise for everyone else. The operator is multiplication (*). Press Return to accept the "*" operator. This brings up the "constant/expr" field. You can either enter a value here, or leave the field blank and press the Return key to move to the "Field2" field. This is used if you want to multiply (calculate) Field1 by Field2. For this lesson, enter the value.07 in order to multiply CUR_ SALARY by 7%. The resulting screen is shown next. 3 36

67 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Calc Fields: 0 CALCULATED FIELD DEFINITION Columns Avail: 26 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 DEFINE <PF2> help <PF3> cancel <PF4> finished Press the Return key to accept the.07 value. The cursor will now prompt for a condition. Since in this example you want a 7% raise to be awarded to only those employees in Dept. 10, you will place the "WHN" (WHEN) condition in this field. Press the PF2 (HELP) key to see the possible selections. The following is a typical screen. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY ********** *************** ******* ********** *********** XXXXXXXXXXXXXXX $999, Calc Fields: 0 CALCULATED FIELD DEFINITION Columns Avail: 26 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 DEFINE <PF1> select <PF2> help <PF3> cancel <PF4> finished If this calculation is to be made only if some condition WHN is true, enter WHN here and specify the condition(s) in subsequent entries. If this calculation is to be unconditionally performed, leave this detail blank. Enter the condition WHN, and press the Return key. The following screen will appear. 3 37

68 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 15 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2... DEFINE <PF1> select <PF2> help <PF4> finished The newly calculated field, CA_RAISE is automatically added to the default column detail display, as shown in the screen above. (Note this field and the ruler in the top window.) The column header is displayed with the name underlined with * s. The mask just defined becomes the default mask for this field and is displayed in the top window. This new field, CA_RAISE, is now available for all other sections of the report (other calculations, qualifications, format sections. etc.) Since you have specified that CA_RAISE is to be conditional, you are now prompted for the qualifiication, beginning with Field1. Again, you only want to calculate the 7% raise when the DEPTNO is equal to 10. Enter this data as shown in the next screen. Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 15 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ====> ELS DEFINE <PF2> help <PF3> cancel <PF4> finished Notice the "ELS" (ELSE) condition which appears as a default in the Cond field. This condition indicates that you need to specify what is to happen if the condition, "DEPTNO EQ 10" is not true. Press the Return key to accept the ELS condition. Since you want CA_RAISE to reflect a 6% increase in this case, enter the data as shown in the next screen. 3 38

69 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 15 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ELS 3 CUR_SALARY *.06 <==== DEFINE <PF2> help <PF3> cancel Press the Return key to accept the above data. A screen similar to the following will appear. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 15 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ELS 3 CUR_SALARY * DEFINE <PF2> help <PF4> finished Define Another CALCULATED Field So far you have created a calculated variable for the different raises, now you will create another calculated field (variable) to show the adjusted salaries. This calculated field, CA_NEW_SALARY, will be nonconditional. The format is given next. CA_NEW_SALARY EQ CUR_SALARY + CA_RAISE Enter the field name, CA_NEW_SALARY, on line #4 and press the Return key to advance to the "Typ" field as shown next. 3 39

70 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 15 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ELS 3 CUR_SALARY *.06 4 CA_NEW_SALARY NU <===== DEFINE <PF2> help <PF4> finished Press the Return key to advance to the Mask field and enter the value, $999, for the mask. You will note the pop-out window will appear because of the size of the value. Press the Return key again to accept this value and advance to the next field. A screen similar to the following should appear. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 15 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ELS 3 CUR_SALARY *.06 4 CA_NEW_SALARY NU $999,... DEFINE <PF2> help <PF4> finished Enter the field name, CUR_SALARY, then press Return, and advance to the Opr. field. Enter the value "+" and press Return. This will advance you to the "Constant/Expr" field. Since the next entry is to be in the "Field2" column, press Return to advance to "Field2" and enter the value, CA_RAISE. The following screen shows how the data should look. 3 40

71 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE ********** *************** ******* ********** *********** ********* XXXXXXXXXXXXXXX $999, $9, Calc Fields: 1 CALCULATED FIELD DEFINITION Columns Avail: 15 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ELS 3 CUR_SALARY *.06 4 CA_NEW_SALARY NU $999,... CUR_SALARY + CA_RAISE DEFINE <PF2> help <PF4> finished Press the Return key to advance to the "Condition" field. Since this calculated field is to be unconditional, press the Return key again to accept the calculated field as defined. A screen similar to the following should appear. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Calc Fields: 2 CALCULATED FIELD DEFINITION Columns Avail: 0 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ELS 3 CUR_SALARY *.06 4 CA_NEW_SALARY NU $999,... CUR_SALARY + CA_RAISE 5... DEFINE <PF2> help <PF4> finished Notice that the CA_NEW_SALARY field has been added to the default column detail display in the top window. Also notice that there are no more columns available since the page width is set at 87. Should more columns be needed for additional fields, then the page width would have to be expanded. You have the option to expand to 132, 220, or dynamically to 999 columns. You have finished defining calculated fields. Press the PF4 to take you out of the DEFINE mode. The CALCULATED FIELD DEFINITION MENU is displayed next. 3 41

72 Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Calc Fields: 2 CALCULATED FIELD DEFINITION Columns Avail: 0 Calc Field Name Typ Mask Field1 Opr Constant/Expr Field2 Cond 1 CA_RAISE NU $9,99... CUR_SALARY *.07 WHN 2 DEPTNO EQ 10 ELS 3 CUR_SALARY *.06 4 CA_NEW_SALARY NU $999,... CUR_SALARY + CA_RAISE MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries COPY to Paste Buffer CANCEL INSERT an Entry CLEAR all Entries CUT to Paste Buffer FINISHED CHANGE an Entry EXAMINE Format =====> TOP DELETE an Entry This menu allows you to ADD, INSERT, CHANGE, DELETE, REVIEW, or CLEAR the calculated field entries, as well as to EXAMINE the report layout. You can also COPY or CUT a calculation to the paste buffer. These options are used to duplicate existing calculations without having to retype the entries. The other options allow you to CANCEL the calculation entries, FINISH editing calculation details, or to return to the [TOP] RPW menu. Since you are finished with defining calculated fields, highlight the [TOP] option and press Return. You will see the following [TOP] RPW menu. Rpw: REPORT2 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT2 PAGE 9999 Lesson 2 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format 3 42

73 3.4.4 Generate the Report Again, you are asked to PREVIEW the proposed report. This time when the report is generated, you will be prompted to "Enter the highest Department Number to process". The value you enter will be assigned as the current value of the Input variable, IN_DEPTNO. However, since this variable is not yet used in the report, the value you enter will actually not affect the report in any way. In the next lesson, you will use this variable to limit or select just those records whose DEPTNO value is equal to or less than the value you enter when generating the report. In order to PREVIEW the updated report, type in the command, GEN, and press the Return key. The following REPORT GENERATION/ OUTPUT PARAMETERS screen will appear. Rpw: REPORT2 REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter Highlight the "PREVIEW this Report" option and press the Return key. Processsing will begin, and the following screen should appear which will ask you to enter some value for the "highest Department Number to Process". Rpw: REPORT2 REPORT GENERATION View: PRSPAY Enter the highest Department Number to Process: 10 <==== Enter the value 10 and press the Return following, should appear on your screen. key. The first page of the report, similar to the 3 43

74 ======================================================================================== 03-JAN-97 09:55 AM REPORT2 PAGE 1 Lesson 2 Report Data definition (PRSPAY) ======================================================================================== EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* NOLL 20 1 $ 4, $ $ 4, MARVIN 10 1 $ 3, $ $ 3, CUSHNER 10 1 $ 1, $ $ 1, GARNER 10 2 $ $.95 $ ANDERSON 30 1 $ 2, $ $ 2, ROTH 30 2 $ 8.50 $.51 $ NORRIS 10 1 $ $ $ HIRSCH 30 1 $ $ $ HOBART 10 2 $ 9.25 $.65 $ HASKINS 30 2 $ $.72 $ FOSTER 30 1 $ 2, $ $ 2, Press <RETURN> to continue or <PF3> to cancel... Notice the "DEPTNO" field in the report. Even though you entered 10 as the highest Department Number to process, other department numbers appear as well. In lesson 3 you will see how to use the INPUT field in a condition in order to select only a subset of the records. Press the Return key several times until you return to the REPORT GENERATION/OUTPUT PARAMETERS Menu as shown below. Rpw: REPORT2 REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter Choose the CANCEL option to return to the SERVICES MENU, (you may need to press CANCEL twice) and then select the MAIN option to return to the Main UDMS menu as shown next. 3 44

75 Version 5.3-aa User Data Management System M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/22/

76 3.5 Lesson 3 - Qualifying Data Records In this lesson you will use the "QUALIFY" option to select records for inclusion in your report. Qualifications may be based on the relationship of one field to another, of fields to constant values and/or of fields to functions. Multiple qualifying statements may be entered, connected with AND or OR, depending on the results you wish to achieve. Further, the order in which statements are evaluated may be controlled by the use of parentheses. In this lesson, you will construct a simple qualification to include only records with a wage class of 1 (full-time, salaried employees) and the department range which is specified when the report is generated. In lesson 3, you will complete the following steps: 1 Load the report definition, "REPORT3". 2 Bring up the RPW REPORT MENU [TOP]. 3 Select "QUALIFY Data Records". 4 Enter Data Record Qualifications. 5 GENERATE the report for the latest results. You will start up with "REPORT3" which is included in the demo dictionary, and is an exact copy of the definition created in lesson 2. In other words, REPORT3 starts up where you left off in the previous lesson Load Report Definition - REPORT3 You should be at the UDMS main menu as shown below: Version 5.3-aa User Data Management System View: PRSPAY M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/18/

77 Proceed with the following steps on your own, as given in the next table: MENU / SCREEN USER ENTRY / SELECTION 1. Main Menu If your top right banner displays: "View PRSPAY", skip to step 3. Otherwise: Highlight "DATA" option and press Return. 2. Data Definition Screen Type PRSPAY and press Return. 3. Main Menu Press Return on RPW option. 4. ReportWriter Menu Press Return on SELECT any RPW Def option. 5. Report Definition Screen Highlight REPORT3 and press Return. It will be necessary to press the PF1 key several times to bring up the screen which contains the REPORT3 listing. Use the down arrow key to highlight this entry. The above steps should bring up the following "REPORT DEFINITION SERVICES" screen: Rpw: REPORT3 REPORT DEFINITION SERVICES View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT3 PAGE 9999 Lesson 3 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, SERVICES MENU <PF4> finished MODIFY this Def GENERATE Report SELECT another Def FINISHED COPY this Def SUBMIT Report to Batch DEFINE a new Def MAIN DELETE this Def EXAMINE Format EXIT DOCUMENT this Def REVIEW Report 3 47

78 3.5.2 Define QUALIFICATIONS You will set qualifications for the fields, WAGE_CLS and DEPTNO. Select the MODIFY option in order to bring up the main REPORT MENU. The following screen should appear. ========================================================================================= DD-MMM-YY HH:MN XM REPORT3 PAGE 9999 Lesson 3 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Now highlight and select the "QUALIFY Data Records " option. This brings up the DEFINE QUAL menu as shown next. DEFINE QUAL <PF3> cancel ====> USER-DEFINED Data Record Qualification CANCEL LOAD Data Record Qualification from existing Def Next select the "USER-DEFINED Data Record Qualification" option. This brings up the DATA RECORD QUALIFICATION screen with the cursor prompting for the "Comparison Field". This is the field against which the data records will be qualified for selection. This field needs to be already entered in the Report Field list. You can either type in a field name, or press the PF1 key to see a list of fields and select one from there. For this report, you want BOTH of the following conditions to be satisfied in order to select (qualify) a record: 1. WAGE_CLS EQ 1 AND 2. DEPTNO LE IN_DEPTNO Begin by typing in the field name, WAGE_CLS, as shown in the next screen. 3 48

79 Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 WAGE_CLS <==== DEFINE <PF1> select <PF2> help <PF4> finished Press the Return key to advance to the Comparison Operator field. This detail allows you to specify what type of camparison will be made to WAGE_CLS. Press the Help key PF2 to see a list of the qualification options. Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 WAGE_CLS EQ DEFINE <PF1> select <PF2> help <PF4> finished EQ begins with LE less than or equal to EE exactly equal to NE does not begin with GE greater than or equal to NX NOT exactly equal to LT less than CN contains GT greater than NC does not contain <more> 3 49

80 The comparison operators are described in the following table: Comparison Operator Description EQ begins with On "AN" fields, finds anything that BEGINS WITH the Constant or Field2 specified. On a "NU" field finds the value that is EXACTLY EQUAL. NE does not begin with Opposite of "EQ". LT less than GT greater than LE less than or equal to GE greater than or equal to CN contains causes ReportWriter to scan the content of a field for a character(s) specified by you. The field is qualified (selected) if it contains the character(s) specified, regardless of location in the field. NC does not contain the reverse of "contains". When the specified characters do NOT occur in the field, then the record is selected. EE exactly equal to qualifies, character for character, records whose contents are identical to the value specified. Valid only for "AN" fields. For example, "NAME EE PAT", would not select "PATRICK". NX not exactly equal to Reverse of "EE". Finds all values where the "Compare To Constant/Field" is NOT EXACTLY EQUAL to the comparison field. Press Return key to accept the default "EQ" and advance to the "Compare to Detail" fields. The value entered here will be compared to the current value of "WAGE_ CLS". If the values are equal, then the record will be selected. If the values are not equal, then the record will not be selected. As you can see, the "Compare to" detail may either be a constant or a field name. In addition, the "constant" can be either of the following: an arithmetic expression (such as: 1 + 1) several constants separated by commas implied OR s (such as: 10, 20, 30 which translates into 10 OR 20 OR 30. You will use the constant field, so enter the value 1 in this field and press Return to advance to the "Connector" field. This field is used for multiple conditions which are connected by either "AND" or "OR". The default value is "AND" as shown next. 3 50

81 Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 WAGE_CLS EQ 1 ====> AND DEFINE <PF1> select <PF2> help <PF4> finished Press the PF2 key to see the options for the Connector. A screen similar to the following should appear. Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 WAGE_CLS EQ 1 AND DEFINE <PF1> select <PF2> help <PF4> finished AND this condition and the next must both be met OR this condition or the next will qualify the record Mixing AND s and OR s provides the ability to construct compound qualifications. Further, parentheses may be used to control the order to the evaluation. Consider the following examples: 3 51

82 Example Compound Qualifications - Using AND s / OR s / Parentheses 1 DEPTNO EQ 30 AND 2 (LASTNAME EQ HIRSCH OR 3 EMPNO EQ 00150) 1 (WAGE_CLS EQ 1 AND 2 CUR_SALARY GE 2000) OR 3 (WAGE_CLS EQ 2 AND 4 CUR_SALARY GE 12) In this report you want BOTH conditions to be satisified, press the Return key to accept the AND connector and enter in the field name, DEPTNO, as shown in the next screen. Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 WAGE_CLS EQ 1 AND 2 DEPTNO <==== DEFINE <PF1> select <PF2> help <PF4> finished Press the Return key and then enter the data as shown in the next screen. 3 52

83 Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Qual Entries: 0 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 WAGE_CLS EQ 1 AND 2 DEPTNO LE IN_DEPTNO DEFINE <PF1> select <PF2> help <PF4> finished You have entered two record qualifications. When the report is generated, only records which have WAGE_CLS = 1 AND have the DEPTNO < or = to the current value of IN_DEPTNO will be included in the report. Since you are finished with the qualifications, press the Return key and then the (PF4) key. This will bring up the DATA RECORD QUALIFICATION MENU where you can make correction and/or delections as indicated below. Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Qual Entries: 2 DATA RECORD QUALIFICATION Comparison Comparison Compare to And/Or Field Operator Constant Field 1 WAGE_CLS EQ 1 AND 2 DEPTNO LE IN_DEPTNO QUALIFY MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format DELETE an Entry 3 53

84 Press the PF4 key to return to the [TOP] RPW MENU as shown next. Rpw: REPORT3 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT3 PAGE 9999 Lesson 3 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Generate the Report Again, you are asked to PREVIEW the proposed report. When the report is generated, you will be prompted to "Enter the highest Department Number to process". The value you enter will be assigned as the current value of the Input variable, IN_DEPTNO. This time the input value will be used to qualify or select only those records with DEPTNO < or = IN_ DEPTNO. In order to PREVIEW the updated report, type in the command, GEN, and press the Return key. The following REPORT GENERATION/ OUTPUT PARAMETERS screen will appear. 3 54

85 Rpw: REPORT3 REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter Highlight the "PREVIEW this Report" option and press the Return key. Processsing will begin, and the following screen should appear which will ask you to enter some value for the "Highest Department Number to Process". Rpw: REPORT3 REPORT GENERATION View: PRSPAY Enter the highest Department Number to Process: 20 <==== Enter the value 20 and press the Return key. The first page of the report, similar to the following, should appear on your screen. 3 55

86 ======================================================================================= 07-JAN-97 10:10 AM REPORT3 PAGE 1 Lesson 3 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* NOLL 20 1 $ 4, $ $ 4, MARVIN 10 1 $ 3, $ $ 3, CUSHNER 10 1 $ 1, $ $ 1, NORRIS 10 1 $ $ $ WESSELLER 20 1 $ 1, $ $ 1, Press <RETURN> to continue... Notice that only records with WAGE_CLS equal to 1 and DEPTNO s equal to 10 or 20 appear on the report. It might be useful to group the report by department number. This will be accomplished in the next lesson by sorting on the department number and lastname fields. Press the Return key to return to the REPORT GENERATION/OUTPUT PARAMETERS Menu as shown below. Rpw: REPORT3 REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter Choose the CANCEL option to return to the SERVICES MENU, (you may need to press CANCEL twice) and then select the MAIN option to return to the Main UDMS menu as shown next. 3 56

87 Version 5.3-aa User Data Management System M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/22/

88 3.6 Lesson 4 - Sorting Report Data In previous lessons you selected fields for the report, defined new fields, both input and calculated fields, and entered qualifications to select the records to be included in the report. In this lesson you will learn how to SORT or rearrange the order in which the records will print on the report. Specifically, you will print the records first in department number order, and next in alphabetical order by lastname. In lesson 4, you will complete the following steps: 1 Load the report definition, "REPORT4". 2 Bring up the RPW REPORT MENU [TOP]. 3 Select "SORT Report Data". 4 Enter the fields by which to SORT. 5 GENERATE the report for the latest results. You will start up with "REPORT4" which is included in the demo dictionary, and is an exact copy of the definition created in lesson 3. In other words, REPORT4 starts up where you left off in the previous lesson Load Report Definition - REPORT4 You should be at the UDMS main menu as shown below: Version 5.3-aa User Data Management System View: PRSPAY M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/18/

89 Proceed with the following steps on your own, as given in the next table: MENU / SCREEN USER ENTRY / SELECTION 1. Main Menu If your top right banner displays: "View PRSPAY", skip to step 3. Otherwise: Highlight "DATA" option and press Return. 2. Data Definition Screen Type PRSPAY and press Return. 3. Main Menu Press Return on RPW option. 4. ReportWriter Menu Press Return on SELECT any RPW Def option. 5. Report Definition Screen Highlight REPORT4 and press Return. It will be necessary to press the PF1 key several times to bring up the screen which contains the REPORT4 listing. Use the down arrow key to highlight this entry. The above steps should bring up the following "REPORT DEFINITION SERVICES" screen: Rpw: REPORT4 REPORT DEFINITION SERVICES View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT4 PAGE 9999 Lesson 4 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, SERVICES MENU <PF4> finished MODIFY this Def GENERATE Report SELECT another Def FINISHED COPY this Def SUBMIT Report to Batch DEFINE a new Def MAIN DELETE this Def EXAMINE Format EXIT DOCUMENT this Def REVIEW Report 3 59

90 3.6.2 SORT Logic Records are stored in a file in a pre-defined sequence based on the file organization. The "SORT Report Data" option allows you to rearrange the order in which the records will print on the report output. In sorting the report data, you will need to specify the following two items: Sort Field Sort Type The field(s) by which the data for this report will be sorted. This may be any field included in the report, including input and conditional calculated fields. The type of sort desired for each field: ASC (ascending) DSC (descending) NOS (no sort, already sorted) The fields to be sorted for this report are as displayed below: Sort Entries: 2 REPORT DATA SORTING Sort Field Sort Type 1 DEPTNO ASC 2 LASTNAME ASC DEFINE <PF1> Select <PF2> help <PF4> finished Notice that there is an important difference in the results of sorting depending on the order of the sort fields. The following examples illustrate this. For the above order, the results might look like the following: Department 123 Adams Bartlett Jones Zimmerman Department 124 Adams Johnson Jones Zimmerman However, suppose the order of these two sort fields were reversed as shown next. 3 60

91 Sort Entries: 2 REPORT DATA SORTING Sort Field Sort Type 1 LASTNAME ASC 2 DEPTNO ASC DEFINE <PF1> Select <PF2> help <PF4> finished Now the results would be quite different, as shown next. Adams Department 123 Department 124 Bartlett Department 123 Johnson Department 123 Jones Department 123 Department 124 Zimmerman Department 123 Department SORT Report Data Press the MODIFY option in the REPORT SERVICES MENU. This will bring up the [TOP] RPW menu. ========================================================================================= DD-MMM-YY HH:MN XM REPORT4 PAGE 9999 Lesson 4 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format 3 61

92 Highlight and select the "SORT Rpt Data" option. This brings up the DEFINE SORT FLDS menu as shown next. DEFINE SORT FLDS <PF3> cancel ====> USER-DEFINED Sort Fields CANCEL LOAD Data Record Qualification from existing Def Next select the "USER-DEFINED Sort Fields" option. This brings up the REPORT SORTING DATA screen with the cursor prompting for "Sort Field". For this report you will sort first on DEPTNO field and second on the LASTNAME field. You can either type in a field name, or press the PF1 key to see a list of the report fields, and select one from there. Type in DEPTNO for the sort Field and press the Return key to advance to the "Sort Type" field. This is shown in the following screen. Rpw: REPORT4 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Sort Entries: 0 REPORT DATA SORTING Sort Field Sort Type 1 DEPTNO ASC <===== DEFINE <PF2> help <PF3> cancel To see the available sorting types, press the PF2 HELP key. A screen similar to the following will appear. 3 62

93 Rpw: REPORT4 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Sort Entries: 0 REPORT DATA SORTING Sort Field Sort Type 1 DEPTNO ASC DEFINE <PF2> help <PF3> cancel Enter the type of sort desired for this ASC (ascending) Field: DSC (descending) NOS (no sort, already sorted) The purpose of the "no sort" option is to use an "indexed" (keyed) field in a GROUP FORMAT without having to sort the field again. This will be discussed in lesson 5. It is important to note that this option CANNOT be mixed with the ascending or descending options. Since you want DEPTNO to be sorted in ascending order, press the Return key to accept the default. This will set the cursor at line 2 prompting for another sort field. Enter the sorting data as indicated next. Press the Return key at the end of line 2. Rpw: REPORT4 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Sort Entries: 0 REPORT DATA SORTING Sort Field Sort Type 1 DEPTNO ASC 2 LASTNAME ASC <==== 3... DEFINE <PF1> select <PF2> help <PF4> finished Since you have finished defining the sort data, press the PF4 key to indicate that you are finished. The following SORT FIELDS main menu will appear. 3 63

94 Rpw: REPORT4 REPORT DEFINITION MODIFICATION View: PRSPAY EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Sort Entries: 2 REPORT DATA SORTING Sort Field Sort Type 1 DEPTNO ASC 2 LASTNAME ASC SORT FIELDS MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format DELETE an Entry This menu allows you to make additions, deletions, clear, or examine the sort fields. Press the PF4 key to return to the [TOP] RPW menu as shown next. Rpw: REPORT4 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT4 PAGE 9999 Lesson 4 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format 3 64

95 3.6.4 Generate the Report Again, you are asked to PREVIEW the proposed report. When the report is generated, you will be prompted to "Enter the highest Department Number to process". The value you enter will be assigned as the current value of the Input variable, IN_DEPTNO. In order to PREVIEW the updated report, type in the command, GEN, and press the Return key. The following REPORT GENERATION/ OUTPUT PARAMETERS screen will appear. Rpw: REPORT4 REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter Highlight the "PREVIEW this Report" option and press the Return key. Processsing will begin, and the following screen should appear which will ask you to enter some value for the "highest Department Number to Process". Rpw: REPORT4 REPORT GENERATION View: PRSPAY Enter the highest Department Number to Process: 30 <==== Enter the value 30 and press the Return key. The first page of the report, similar to the following, should appear on your screen. 3 65

96 ======================================================================================= 07-JAN-97 10:10 AM REPORT4 PAGE 1 Lesson 4 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* CUSHNER 10 1 $ 1, $ $ 1, MARVIN 10 1 $ 3, $ $ 3, NORRIS 10 1 $ $ $ NOLL 20 1 $ 4, $ $ 4, WESSELLER 20 1 $ 1, $ $ 1, ANDERSON 30 1 $ 2, $ $ 2, BUCHANAN 30 1 $ 2, $ $ 2, FOSTER 30 1 $ 2, $ $ 2, HIRSCH 30 1 $ $ $ WANDERSEEN 30 1 $ 1, $ $ 1, Press <RETURN> to continue... Notice that the records are grouped by increasing department number, and are listed by lastname within each department. It might be useful to break the report by department number and give departmental subtotals. This will be one of the formatting additions which you will do in lesson 5. Press the Return key to return to the REPORT GENERATION/OUTPUT PARAMETERS Menu as shown below. Rpw: REPORT4 REPORT GENERATION View: PRSPAY O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : 8. Bottom Margin : 18. Qualify Limit : 9. Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter 3 66

97 Choose the CANCEL option to return to the SERVICES MENU, (you may need to press CANCEL twice) and then select the MAIN option to return to the Main UDMS menu as shown next. Version 5.3-aa User Data Management System M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/22/

98 3.7 Lesson 5-PART I Creating Totals In the previous lessons, you selected fields for a report, defined new input and calculated fields, qualified records to be included in the report, and set up sort fields. Up to this point, each of the reports has used the DEFAULT column detail format, as specified on the Report Descriptor screen. Lesson 5 will be given in two parts. In the first part you will learn how to create group totals and report totals using the "TOTAL this Report" option" from the [TOP] Report Menu. Then you will learn how to use the formatting options to format the page header, the column headings, a group header and footer, and the report trailer. These two parts are related in that after creating totals, you may want to add text to indicate what the totals represent Creating Totals For lessson 5 you will use the REPORT5 report definition in the PRSPAY view. Specifically, you will use the following steps: 1 Load the report definition, "REPORT5". 2 Bring up the RPW REPORT MENU [TOP]. 3 Select "TOTAL this Rpt". 4 Enter the fields CUR_SALARY, CA_RAISE, and CA_NEW_SALARY to use for totalling. 5 GENERATE the report for the latest results. You will start up with "REPORT5" which is included in the demo dictionary, and is an exact copy of the definition created in lesson 4. In other words, REPORT5 starts up where you left off in the previous lesson Load Report Definition - REPORT5 You should be at the UDMS main menu as shown below: 3 68

99 Version 5.3-aa User Data Management System View: PRSPAY M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/18/01. Proceed with the following steps on your own, as given in the next table: MENU / SCREEN USER ENTRY / SELECTION 1. Main Menu If your top right banner displays: "View PRSPAY", skip to step 3. Otherwise: Highlight "DATA" option and press Return. 2. Data Definition Screen Type PRSPAY and press Return. 3. Main Menu Press Return on RPW option. 4. ReportWriter Menu Press Return on SELECT any RPW Def option. 5. Report Definition Screen Highlight REPORT5 and press Return. It might be necessary to press the PF1 key several times to bring up the screen which contains the REPORT5 listing. Use the down arrow key to highlight this entry. The above steps should bring up the following "REPORT DEFINITION SERVICES" screen: 3 69

100 Rpw: REPORT5 REPORT DEFINITION SERVICES View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, SERVICES MENU <PF4> finished MODIFY this Def GENERATE Report SELECT another Def FINISHED COPY this Def SUBMIT Report to Batch DEFINE a new Def MAIN DELETE this Def EXAMINE Format EXIT DOCUMENT this Def REVIEW Report TOTAL Options Press the MODIFY option in the REPORT SERVICES MENU. This will bring up the [TOP] RPW menu. ========================================================================================= DD-MMM-YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Notice the option, "TOTAL this Rpt". Highlight and select the "TOTAL this Rpt " option. This brings up the DEFINE DFLT TOTALS Menu as shown next. 3 70

101 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, DEFINE DFLT TOTALS <PF3> cancel USER-DEFINED Default Totals CANCEL LOAD Default Totals from existing Def Select the "USER-DEFINED Default Totals " option. The following Default TOTALS Formatting Menu will appear. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :... EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Totals will automatically align to the Column Detail. To see results, use EXAMINE. Tot Entries: 0 DEFAULT TOTALS FORMATTING Field Typ Mask Grp Trl Break Field(s) Pg Ftr Rpt Trl 1... DEFINE <PF1> select <PF2> help <PF4> finished You are to enter a field on which to create totals. Notice again, that you can either type in the field name directly, or press the PF1 key to bring up a list. You must use one of the fields already selected for the report. Also notice the other elements which are to be completed for each field to be totalled. These are displayed in the next table. 3 71

102 Element Name Possible Values Type Usually this is TOT for totals. This is the default. Mask Should be some numeric mask. The default is the current mask for the given variable. Group Trailer Enter Y or N for group trailer totalling. The default is Y. Break Field Enter the name of the break field. The default is the primary sort field. Page Footer Enter Y or N for page footer totalling. The default is N. Report Trailer Enter Y or N for report trailer totalling. The default is Y. To see how this is going to work, press the PF1 key, select the CUR_ SALARY field and press RETURN to accept. The resulting screen should be similar to the following: Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY Report Fields Record DspLen Typ Key 2 LASTNAME : PRSMST 15 AN A2 3 DEPTNO : PRSMST 4 NU 4 WAGE_CLS : PAYMST 1 NU 5 CUR_SALARY : PAYMST 9 NU 6 CA_RAISE : Calculated 20 NU Tot Entries: 0 DEFAULT TOTALS FORMATTING Field Typ Mask Grp Trl Break Field(s) Pg Ftr Rpt Trl 1 CUR_SALARY TOT DEFINE <PF2> help <PF3> cancel Press RETURN at each of the element prompts to accept the default values, and press RETURN at the end of the line to accept the line. The result should be similar to the following: 3 72

103 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :... EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Totals will automatically align to the Column Detail. To see results, use EXAMINE. Tot Entries: 1 DEFAULT TOTALS FORMATTING Field Typ Mask Grp Trl Break Field(s) Pg Ftr Rpt Trl 1 CUR_SALARY TOT $999, Y DEPTNO N Y 2... DEFINE <PF1> select <PF2> help <PF4> finished You are to repeat the above steps for the other two fields, CA_ RAISE and CA_NEW_SALARY. The results should look similar to the following. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :... EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Totals will automatically align to the Column Detail. To see results, use EXAMINE. Tot Entries: 3 DEFAULT TOTALS FORMATTING Field Typ Mask Grp Trl Break Field(s) Pg Ftr Rpt Trl 1 CUR_SALARY TOT $999, Y DEPTNO N Y 2 CA_RAISE TOT $9, Y DEPTNO N Y 3 CA_NEW_SALARY TOT $999, Y DEPTNO N Y 4... DEFINE <PF1> select <PF2> help <PF4> finished Press the PF4 key when you are finished. This will bring up the menu to Add, Change, Insert or Delete a line. Press the PF4 key again to exit this menu. You will return to the [TOP] REPORT MENU as shown next. 3 73

104 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, $999, $9, $999, $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Notice that masks for the group and report totals appear and are aligned for the three fields CUR_SALARY, CA_RAISE, and CA_NEW_SALARY. This is the result of using the "TOTAL this Rpt" option Generate the Report Type in the command, GEN PRE in order to see the results of totalling for a report group and the whole report. Processsing will begin, and the following screen should appear which will ask you to enter some value for the "Highest Department Number to Process". Rpw: REPORT5 REPORT GENERATION View: PRSPAY Enter the highest Department Number to Process: 40 <==== Enter the value 40 and press the Return key. A report, similar to the following, should appear on your screen. 3 74

105 ======================================================================================= 16-APR-97 03:19 PM REPORT5 PAGE 1 Lesson 5 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* CUSHNER 10 1 $ 1, $ $ 1, MARVIN 10 1 $ 3, $ $ 3, NORRIS 10 1 $ $ $ $ 5, $ $ 5, NOLL 20 1 $ 4, $ $ 4, WESSELLER 20 1 $ 1, $ $ 1, $ 6, $ $ 6, ANDERSON 30 1 $ 2, $ $ 2, BUCHANAN 30 1 $ 2, $ $ 2, FOSTER 30 1 $ 2, $ $ 2, HIRSCH 30 1 $ $ $ WANDERSEEN 30 1 $ 1, $ $ 1, $ 8, $ $ 8, CONVEY 40 1 $ 1, $ $ 1, GONZOLES 40 1 $ 1, $ $ 1, $ 2, $ $ 2, $ 21, $1, $ 23, Results of Using the TOTAL Option Note that using the "TOTAL this Report" option has enhanced the report in the following ways. 1 Created a report group with DEPTNO as the break field and generated subtotals. However, no group header was added nor text for the subtotals. 2 Created totals at the end of the report for a group trailer. However no text for these totals was added. 3 If you had chosen the option for page totals, these would have appeared at the bottom of each page as a page footer, but again with no text. In the next part you will learn how to use the Format Options to add text to the totals and much more. 3 75

106 3.8 Lesson5-PARTIIFormatting a Report In this part you will learn how to use the formatting options to format the page header, the column headings, a group header and footer, and the report trailer in addition to adding text to the totals created in part I. You will continue with REPORT5 for the formatting lesson as it exists after using the "TOTALS This Report" option. You should be at the following menu. ========================================================================================== DD-MMM-YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data definition (PRSPAY) ======================================================================================== EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, $999, $9, $999, $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format Formatting Options Highlight and select the "FORMAT this Rpt " option. This brings up the FORMAT MENU as shown next. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, $999, $9, $999, $999, $9, $999, FORMAT MENU <PF4> finished Page HEADER Page FOOTER EXAMINE Format FINISHED Column DETAIL Report TITLE Report GROUPS Report TRAILER 3 76

107 The format options - Page HEADER, Column DETAIL, Report GROUPS, Page FOOTER, Report TITLE, Report TRAILER - allow you to customize your report by identifying what will print at the top or bottom of each page, the information to be printed from each record or group records, the data to be totalled, and a report summary. ReportWriter divides the report into a number of format sections. Within the format sections, ReportWriter provides several methods for defining your report layout. You may do any of the following: Accept the default provided for any section. Expand the default(s) by editing. Load and optionally edit any given format from another definition. Format any section from scratch. The report can be divided into the following format sections: Format Option Page HEADER Column DETAIL Report GROUPS Page FOOTER Report TITLE Report TRAILER Description determines what is to be printed at the top of each page. forms the body of the report and includes column headers and the contents of fields or a summary on designated fields. The format may be either of a columnar type (one line of data per record) or of a block type (several lines per record, with or without field names included.) allow you to print GROUP HEADERS and TRAILERS (automatic sub-totals, averages, minimums, maximums as well as user defined calculations) on a pre-determined group of data. determines what is to be printed at the bottom of each page. May include automatic totals, averages, counts, minimums, maximums, or field values. allows you to create a TITLE page that prints before the actual page 1 of the report. determines what is to be printed at the end of the report and may include automatic totals, averages, counts, minimums, maximums, field values or text, in addition to user defined calculations. The sample below shows the relationship between each format section and the report page. 3 77

108 ================================================================================ Page 16-DEC-96 10:09 AM SALARY BUDGET PROJECTIONS PAGE 1 Header ====> PER DEPARTMENT ================================================================================ Column Header EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE PROJ. SALARY ===> ********** *************** ********** *********** ********* ************ Group Header DEPT: 10 ===> Column CUSHNER 1 $ 1, $ $ 1, Detail MARVIN 1 $ 3, $ $ 3, ===> NORRIS 1 $ $ $ Group Trailer ===> DEPT. TOTALS: $ 5, $ $ 5, DEPT: NOLL 1 $ 4, $ $ 4, WESSELLER 1 $ 1, $ $ 1, DEPT. TOTALS: $ 6, $ $ 6, Page Footer ===> PAGE TOTALS: $ 11, $ $ 12, Report Trailer ===> REPORT TOTALS: $ 27, $ 5, $ 33, Additionally, a report TITLE page may be formatted, causing a page to print at the beginning of the report prior to page 1. The default report TITLE is shown next: lol ************************************************************ lol lol lol lol lol lol Report Name: EMPLST lol lol lol lol Report Description: List of Employees lol lol lol lol Date Generated: 30-Mar-1997 lol lol lol lol Time Generated: 10:20 AM lol lol lol lol Generated By: HHD lol lol lol lol Data Definition: PRSPAY lol lol lol lol ************************************************************ lol 3 78

109 3.8.2 Format Page HEADER Select the "Page HEADER" option. The following DEFINE PAGE HEADER MENU appears. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= DD-MMM-YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data definition (PRSPAY) ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, $999, $9, $999, $999, $9, $999, ìñññññññññññññññññññññññññññññññññññññññññññññññññññññññññññë ø Formatting the Page Header through any of the menu ø ø options below DISABLES automatic Page Header ø ø reformatting. ø íñññññññññññññññññññññññññññññññññññññññññññññññññññññññññññê DEFINE PAGE HEADER <PF3> cancel DEFAULT Page Header CANCEL USER-DEFINED Page Header TOP LOAD Page Header from existing Def Note the warning in the pop-out window. What this means is that if NONE of these options are chosen, ReportWriter will automatically adjust the page HEADER if/when changes in the page width occur. That is, if the page width is changed, then adjustments in the placing of items in the header (such as centering) will be made automatically. If you select any of the other options, then you will be responsible for making any necessary adjustments in the placement of header items if a change in page width occurs. Select the DEFAULT Page Header option. You should see a screen similar to the following: 3 79

110 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : : =============================================================================================== MM/DD/YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data Definition (PRSPAY) =============================================================================================== Pg Hdr Entries: 9 PAGE HEADER FORMATTING Text Field Mask Lin Jst Col 1 $BAR 1 LFT 1 2 $DATE MM/DD/YY 2 LFT 1 3 $TIME 2 LFT 12 4 REPORT5 2 CTR 5 PAGE 2 RHT 127 PAGE HEADER MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry The page header may include text, the contents of fields, internal functions (such as system date, time, page number, etc.) and/or synonyms (such as BAR_80 which creates an 80 character line of "=" at that point in the report). Synonyms are symbols which represent a more complex expression. They are defined at the system level by the Data Acquisition Site. For your reference, a discussion of the page header details follows: Detail Text Field Mask Lin Description allows you to specify text to print in the page header. allows you to print the value of a field, an internal function or synonym in the page header. Internal functions used in the default header include the following: $BAR causes a pre-determined number of equal signs (=) to be printed across the page based on the current page width. $DATE causes the system date to be printed with a default mask of "DD-MMM-YY". $TIME causes the system time to be printed with a default mask of "HH:MN XM" $PAGE causes the page number to be printed with a default mask of "9999". allows you to enter a mask which is used to format the data display to include special characters such as a dollar sign, commas, slashes, etc. indicates the page header line (1 thru 99) on which you want the text or field value to be placed. 3 80

111 Detail Jst Col Description indentifies how you would like the text of field value to be justified. The following justification options are available: LFT (left) Causes the data to START at a given column. RHT (right) Causes the data to STOP at a given column. CTR (center) Causes the data to be centered on the line (based on the report width). identifies the column at which text or data will be placed. Basically, the page HEADER entries define the placement of text and fields to be positioned at the top of every page. Page Header Changes For this section you are asked to make the following changes to the page header. First remove the Date from line 2 of the header by deleting header entry # 2. Next change the position of the Time field to column 1 of the same header line. Lastly, delete the entry "Data Definition (PRSPAY)" on header line 4, and replace it with the Date using the mask, MM/DD/YYYY on line 4, and center the date. Note the page heading entries 1,2, and 3. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : : =============================================================================================== MM/DD/YY HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data Definition (PRSPAY) =============================================================================================== Pg Hdr Entries: 9 PAGE HEADER FORMATTING Text Field Mask Lin Jst Col 1 $BAR 1 LFT 1 2 $DATE MM/DD/YY 2 LFT 1 3 $TIME 2 LFT 12 4 REPORT5 2 CTR 5 PAGE 2 RHT 127 First select the DELETE option and remove the entry #2 which contains the $DATE value. Next use the CHANGE option to change the position of $TIME to start in column 1 on header line 2. Your screen should look similar to the following: 3 81

112 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : : =============================================================================================== HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report Data Definition (PRSPAY) =============================================================================================== Pg Hdr Entries: 8 PAGE HEADER FORMATTING Text Field Mask Lin Jst Col 1 $BAR 1 LFT 1 2 $TIME 2 LFT 1 3 REPORT5 2 CTR 4 PAGE 2 RHT $PAGE 2 LFT 129 INSERT <PF1> next <PF4> finished Highlight the desired ENTRY by use of the <arrow> keys or by entering the ENTRY-Number followed by <return>. Press <return> to INSERT the new ENTRY. Now use the DELETE option to remove the entry line which contains the text, "Data Definition (PRSPAY)". Lastly, use the INSERT option to enter the date, $DATE with mask, "MM/DD/YYYY" on header line 4 and centered. The resulting screen should look similar to the following: Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : : =============================================================================================== HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report MM/DD/YYYY =============================================================================================== Pg Hdr Entries: 8 PAGE HEADER FORMATTING Text Field Mask Lin Jst Col 4 PAGE 2 RHT $PAGE 2 LFT Lesson 5 Report 3 CTR 7 $DATE MM/DD/YYYY 4 CTR 8 $BAR 5 LFT 1 PAGE HEADER MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry 3 82

113 3.8.3 Format Column DETAIL The FORMAT MENU should be displayed on your screen. You may need to press the FINISH key PF4 first. In this section you will capture the default column detail display as shown on the next screen and make some minor changes: Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report MM/DD/YYYY ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, $999, $9, $999, $999, $9, $999, FORMAT MENU <PF4> finished Page HEADER Page FOOTER EXAMINE Format FINISHED Column DETAIL Report TITLE Report GROUPS Report TRAILER The column detail forms the body of the report, allowing you to print column headers and the contents of fields or text. There are two types of columnar reports that may be created. Those that: 1 Print ALL the Detail Records 2 SUMMARIZE the Detail Records This means that you can either print all of the detail, or omit some of the detail and just print summary subtotals or totals for similar detail lines. The column format details, used in conjunction with an output parameter labeled "Summary Report", determine the type of column detail that will print. First highlight and then select the "Column DETAIL" option. A screen similar to the following will appear. 3 83

114 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report MM/DD/YYYY ======================================================================================= EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, $999, $9, $999, $999, $9, $999, ìñññññññññññññññññññññññññññññññññññññññññññññññññññññññññññë ø Formatting the Column Detail through any of the menu ø ø options below DISABLES automatic formatting in ø ø Field Selection and Calculated Fields... ø íñññññññññññññññññññññññññññññññññññññññññññññññññññññññññññê DEFINE COLUMN DET <PF3> cancel DEFAULT Column Detail CANCEL USER-DEFINED Column Detail TOP LOAD Column Detail from existing Def Note: If the Column Detail Menu has been accessed previously, the above warning will not appear and you will go directly to the menu shown below. ReportWriter gives you the option of capturing the "DEFAULT" column detail, defining your own, or loading the column detail from an existing definition. For this section, you will capture and then modify the default column detail. Specifically, you will delete DEPT # from the detail display (as you will move it to the Group Header later) and change several column headings. Note that for the field, CUR_SALARY, the type value is "TOT". This value was set when you used the "TOTAL this Report" option in Part I. Select the "DEFAULT Column Detail" option. The following, COLUMN DETAIL FORMATTING screen will appear. 3 84

115 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Detail Entries: 7 COLUMN DETAIL FORMATTING Line: 1 Cols: 87 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 1 EMPNO VAL EMPLOYEE #/* 1 RHT 10 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 DEPTNO VAL DEPT. #/* 1 RHT 36 4 WAGE_CLS VAL WAGE CLASS/* 1 RHT 48 5 CUR_SALARY TOT $999, SALARY/* 1 RHT 61 COLUMN DETAIL MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry Note that the top window displays the default column format. The middle window contains the individual details associated with each column detail entry. These are explained next: Detail Field Typ Mask Text Column Hdr Lin Jst Col Wrp Description allows you to specify a field, an internal function or a synonym for which a value will be printed in the column detail section. determines how the field identified is to be printed; ie. as its current value (VAL), a total (TOT), an average (AVE), a count (CNT), the minimum value (MIN), or the maximum value (MAX). allows you to enter a mask which is used to format the data display to include special characters such as a dollar sign, commas, slashes, etc. allows you to specify text to be printed. allows you to enter a header for the field being formatted. indicates the column detail line (1 thur 99) on which you want the text or field referenced to be placed. indentifies how you would like the text of field referenced to be justified. The following options are available: LFT (left) Causes the data to START at a given column. RHT (right) Causes the data to STOP at a given column. CTR (center) Causes the data to be CENTERED on the line (based on the width of the report). WRP (wrap) Causes the data to be WRAPPED. The column at which the wrap will occur is indicated by the number entered at the "Wrap" prompt. identifies the column at which the text or data will print. indicates the column at which the data will be wrapped. Note from the above screen the current details for field 1, EMPNO. The current value of this field will be printed in the format of The 3 85

116 column heading, EMPLOYEE #/* indicates that the field heading will be EMPLOYEE # underlined with a line of "*" s. This field value will be placed on detail line 1 with the value ending in column 10. Also, note the use of the "/" symbol in the column heading lines. Suppose you wanted a column heading to be: "Appropriation Account", but with "Appropriation" on one line and "Account" below it on the next line. In RPW you would enter the header: Appropriation/Account - to achieve this. If you wanted to place a header (such as "Amount") on line two and leave the space above it blank, you would use the following: /Amount. Sample Masks You may need to enter or to change a mask for some of the reports you create. When defining calculated fields, you will be required to enter a mask. As noted earlier, the type of mask depends on the type of field being used. The following gives some examples: NUMERIC: Data Mask Output $***99V99 $** $9,999, $ 4, $$,$$$,$$9.99 $4, \(000\) (303) NEGATIVES <99.99> <48.54> (99.99) (48.54) (99.99) ROUNDING / 1235 (round up) ^ (round up to 0) ^ (round up to 0) Note that a "\" in a mask means that the next character is to be taken literally. 3 86

117 Also note that using a 0, means that something will be printed for that position. If there is no data, then a 0 will be printed. This is useful for printing numeric fields which might contain no data for some of the records. For example, suppose that the mask is $99, For a record with no data in that field, the following would still be printed: $ 0.00 ALPHA: Data Mask Output XXXXX ABCDEFG XXX/XX-XX ABC/DE-FG Nov 1990 E\ XPIRED:XXXXXXXXX EXPIRED:Nov 1990 GA0123AB [3:6] 0123 Note that the mask characters, "/" and "-" are printed as a part of the data. Again, the "\" character indicates that the following character is to be considered a literal. In the mask, "E\XPIRED:XXXXXXXXX" used above, the "\X" indicates that this is the letter X, and not the mask for an alphanumeric character. Also, the alphanumeric mask character "X" must be capitalized. The mask [#:#] indicates the first and last characters to be printed from a string. So in the above example for [3:6], the third through the sixth character will be printed. DATES: Data Mask Output MM MMM JUN MON June DD YY YYYY DD-MMM-YY 15-JUN MON DD,YYYY June 15, MM/DD/YY 06/15/96 Output Error Symbols??? Missing data; no data. <<< Mask too small; inappropriate for datatype specified.!!!! Illegal mask; incorrect syntax. %%% Exceeded specified page Bad data. **** Negative value in a positive mask. 3 87

118 Delete the Field DEPTNO You are to start the formatting by deleting the field DEPTNO from the report. Select the "DELETE an Entry" option in the current screen. A screen similar to the following will appear. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : :.. EMPLOYEE # LASTNAME DEPT. # WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ******* ********** *********** ********* ************* XXXXXXXXXXXXXXX $999, $9, $999, Detail Entries: 7 COLUMN DETAIL FORMATTING Line: 1 Cols: 89 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 1 EMPNO VAL EMPLOYEE #/* 1 RHT 10 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 DEPTNO <===== VAL DEPT. #/* 1 RHT 36 4 WAGE_CLS VAL WAGE CLASS/* 1 RHT 48 5 CUR_SALARY TOT $999, SALARY/* 1 RHT 61 DELETE <PF1> next <PF4> finished Highlight the desired ENTRY by use of the <arrow> keys or by entering the ENTRY-Number followed by <return>. Press <return> to select the ENTRY for DELETION. The cursor should now be in the middle window, prompting you to select an entry for deletion. Use the Down Arrorw key to move the cursor to the line for DEPTNO, the press the Return key to select it for deletion. You will be asked to confirm your selection for deletion. Highlight the "YES" prompt and press RETURN to accept it. ReportWriter will now return with the prompt, "Do you want to AUTOMATICALLY adjust the columns?" Highlight and select the "YES" option. This will cause ReportWriter to shift the remaining formatted columns to the left. The screen should now look like the following. 3 88

119 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ********** *********** ********* ************* XXXXXXXXXXXXXXX 9 $999, $9, $999, Detail Entries: 6 COLUMN DETAIL FORMATTING Line: 1 Cols: 80 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 1 EMPNO VAL EMPLOYEE #/* 1 RHT 10 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 WAGE_CLS VAL WAGE CLASS/* 1 RHT 39 4 CUR_SALARY TOT $999, SALARY/* 1 RHT 52 5 CA_RAISE TOT $9, CA_RAISE/* 1 RHT 63 DELETE <PF1> next <PF4> finished Highlight the desired ENTRY by use of the <arrow> keys or by entering the ENTRY-Number followed by <return>. Press <return> to select the ENTRY for DELETION. Since you are finished with deleting fields, press the PF4 key. This will take you out of the DELETE mode and return you to the COLUMN DETAIL MENU as shown next. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ********** *********** ********* ************* XXXXXXXXXXXXXXX 9 $999, $9, $999, Detail Entries: 6 COLUMN DETAIL FORMATTING Line: 1 Cols: 80 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 1 EMPNO VAL EMPLOYEE #/* 1 RHT 10 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 WAGE_CLS VAL WAGE CLASS/* 1 RHT 39 4 CUR_SALARY TOT $999, SALARY/* 1 RHT 52 5 CA_RAISE TOT $9, CA_RAISE/* 1 RHT 63 COLUMN DETAIL MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry 3 89

120 Change Column Headings For the next part of this lesson you are to change the column headers for the two fields as follows: Old Header CA_RAISE CA_NEW_SALARY New header RAISE NEW SALARY Highlight and select the "CHANGE an Entry" option on the current screen. The following screen should appear with the cursor in the middle window prompting you to select an entry for CHANGE. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ********** *********** ********* ************* XXXXXXXXXXXXXXX 9 $999, $9, $999, Detail Entries: 6 COLUMN DETAIL FORMATTING Line: 1 Cols: 80 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 1 EMPNO VAL EMPLOYEE #/* 1 RHT 10 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 WAGE_CLS VAL WAGE CLASS/* 1 RHT 39 4 CUR_SALARY TOT $999, SALARY/* 1 RHT 52 5 CA_RAISE TOT $9, CA_RAISE/* 1 RHT 63 CHANGE/STD <PF1> next <PF4> finished Highlight the desired ENTRY by use of the <arrow> keys or by entering the ENTRY-Number followed by <return>. Press <return> to select the ENTRY for CHANGE. Move the cursor to the line with field CA_RAISE, and press the Return key to open this line. Then press the Right Arrow several times to move the cursor to the "Column Hdr" position as shown next. 3 90

121 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ********** *********** ********* ************* XXXXXXXXXXXXXXX 9 $999, $9, $999, Detail Entries: 6 COLUMN DETAIL FORMATTING Line: 1 Cols: 80 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 WAGE_CLS VAL WAGE CLASS/* 1 RHT 39 4 CUR_SALARY TOT $999, SALARY/* 1 RHT 52 5 CA_RAISE ====> ====> ====> CA_RAISE/* 1 RHT 63 6 CA_NEW_SALARY TOT $999, CA_NEW_SALA... 1 RHT 80 CHANGE/STD <PF2> help <PF3> cancel Press the Return key to open the "Column Hdr" detail. Then type in the following: RAISE/*, and then press Return to accept this change. The screen should look like the following. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME WAGE CLASS SALARY CA_RAISE CA_NEW_SALARY ********** *************** ********** *********** ********* ************* XXXXXXXXXXXXXXX 9 $999, $9, $999, Detail Entries: 6 COLUMN DETAIL FORMATTING Line: 1 Cols: 80 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 WAGE_CLS VAL WAGE CLASS/* 1 RHT 39 4 CUR_SALARY TOT $999, SALARY/* 1 RHT 52 5 CA_RAISE TOT $9, RAISE/* 1 RHT 63 6 CA_NEW_SALARY TOT $999, CA_NEW_SALA... 1 RHT 80 CHANGE/STD <PF2> help <PF3> cancel Here is the sequence of steps to be used in making a change in any detail line: 1 Select the CHANGE option. 2 Move the cursor to the desired line. 3 Press the Return key to "open" the line for change. 4 Use the Right Arrow key to position the cursor on the correct detail element. 5 Press the Return key to "open" the detail element for change. 6 Enter the new value, and press the Return key to "close" the detail element. 7 Press the PF4 key when finished with the line. 3 91

122 8 You are now in a position to either move to another line and repeat the above steps for another change, or to press the PF4 key again to indicate that you have finished making changes for the time being. These same steps will be used when making changes to detail lines in any of the ReportWriter modules. Press the PF4 key to indicate that you have finished with the current detail line. The following screen should appear. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE CA_NEW_SALARY ********** *************** ********** *********** ********* ************* XXXXXXXXXXXXXXX 9 $999, $9, $999, Detail Entries: 6 COLUMN DETAIL FORMATTING Line: 1 Cols: 80 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 WAGE_CLS VAL WAGE CLASS/* 1 RHT 39 4 CUR_SALARY TOT $999, SALARY/* 1 RHT 52 5 CA_RAISE TOT $9, RAISE/* 1 RHT 63 6 CA_NEW_SALARY TOT $999, CA_NEW_SALA... 1 RHT 80 CHANGE/STD <PF1> next <PF4> finished Highlight the desired ENTRY by use of the <arrow> keys or by entering the ENTRY-Number followed by <return>. Press <return> to select the ENTRY for CHANGE. Notice that the top window now shows the new column header for the CA_RAISE field. Using these same techniques, do the following steps in order to change the header for the field CA_NEW_SALARY. Note that you are still in the change mode. 1 Change the header for the CA_NEW_SALARY field to resemble: NEW SALARY ************* 2 Change the "Col" detail value to Press PF4 to close the entry for CA_NEW_SALARY. Your screen should look similar to the following: 3 92

123 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE NEW SALARY ********** *************** ********** *********** ********* *********** XXXXXXXXXXXXXXX 9 $999, $9, $999, Detail Entries: 6 COLUMN DETAIL FORMATTING Line: 1 Cols: 76 Field Typ Mask Text Column Hdr Lin Jst Col Wrp 2 LASTNAME VAL LASTNAME/* 1 LFT 13 3 WAGE_CLS VAL WAGE CLASS/* 1 RHT 39 4 CUR_SALARY TOT $999, SALARY/* 1 RHT 52 5 CA_RAISE TOT $9, RAISE/* 1 RHT 63 6 CA_NEW_SALARY TOT $999, NEW SALARY/* 1 RHT 76 CHANGE/STD <PF1> next <PF4> finished Highlight the desired ENTRY by use of the <arrow> keys or by entering the ENTRY-Number followed by <return>. Press <return> to select the ENTRY for CHANGE. Press the PF4 to finish out and return to the FORMAT MENU screen. You will see a screen similar to the following. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report MM/DD/YYYY ======================================================================================= EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE NEW SALARY ********** *************** ********** *********** ********* *********** XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, $999, $9, $999, FORMAT MENU <PF4> finished Page HEADER Page FOOTER EXAMINE Format FINISHED Column DETAIL Report TITLE Report GROUPS Report TRAILER Unfortunately you have created a small formatting problem when the field DEPTNO was deleted. Changes in each formatting section are independent of changes made in a different formatting section. As a result, the TOTAL s for the group trailer and the report trailer were not adjusted. This can be fixed when you access the group trailer formatting menu and the report trailer formatting menu. 3 93

124 3.8.4 Format Report GROUPS In UDMS the grouping together of a set of records with a common field value is called a "Report GROUP". Report groups are permitted to have a Group HEADER and/or a Group FOOTER with a summary of field values in the FOOTER if desired. This is one of the more interesting parts of this lesson, but also a bit more involved. Recall that the report was set up to sort first on the DEPTNO field, and second on the LASTNAME field. When you ran the "TOTAL this Rpt" option, UDMS automatically created a report group using the primary sort field, DEPTNO, as the break field. What you want to do next is to create a header for this report group and then go to the report trailer to print some text indicating the subtotals for the three fields CUR_SALARY, CA_RAISE, and CA_NEW_SALARY each time the DEPTNO changes value Format Group Header Instead of printing the DEPTNO with each detail record as was done in lesson 4, you will print it only once at the beginning of each new Department Number group. Select the option to format "Report Groups". As shown on the GROUP MENU displayed next, there are two options: that of "Group HEADER" and "Group TRAILER". GROUP MENU <PF4> finished Format Group HEADER <===== FINISHED Format Group TRAILER TOP A group header is printed before a group begins and can include the contents of a field and/or text. A group trailer may include the value, total, average, minimium, maximum, or count of a field and/or text. In addition, user-defined calculations can be printed, variable assignments defined, expressions entered and values zeroed. The trailer is printed at the end of a group. Select the "Format Group HEADER" option. ReportWriter gives you the option of capturing the DEFAULT Group Header, defining your own, or loading one from an existing definition as shown next. DEFINE GRP HEADER <PF3> cancel DEFAULT Group Header <==== CANCEL USER-DEFINED Group Header TOP LOAD Group Header from existing Def 3 94

125 Select the "DEFAULT Group Header" option as indicated above. The following GROUP HEADER MENU screen will now appear. Notice that by selecting the DEFAULT Group Header option, ReportWriter has already put a default group header in place. RPW uses the primary sort field, DEPTNO, for the break field and will print the text, "DEPT #" followed by a department number value each time the DEPTNO value changes. This data will be printed as a heading before the rest of the data is printed. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : :...80 DEPT. #: XXXXXXXXXXXXXXX 9 $999, $9, $999, Grp Hdr Entries: 2 GROUP HEADER FORMATTING Break Field Lin Field Mask Text Jst Col 1 DEPTNO 1 DEPT. #: LFT 1 2 DEPTNO 1 DEPTNO LFT 10 GROUP HEADER MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry Notice that both of the group header entries defined above will be printed on the same group header line, even though it took two entry lines to define them. These entries were automatically created by UDMS when you selected to use the Default Group Header. You have the option of modifying, deleting, or adding additional group headers. The following table gives more information about the various group header details. Detail Break Field Lin Field Mask Description defines which group of data is to be used as the basis for the group header. This must be one of the predefined sort fields. indicates the group header line on which you want the text or field referenced to be placed. Each section, such as page header, group header, group trailer, page footer, or report footer have a distinct numbering system which is independent of the report text line numbers. For example, the page header has lines 1,2,3,... while the group header also has lines 1,2,3,... allows you to print the value of a field, an internal function or synonym in the group header. allows you to enter a mask which is used to format the data display to include special figures such as a dollar sign, commas, slashes, etc. 3 95

126 Detail Text Jst Col Description allows you to specify text to print in the group header. identifies how you would like the text of field to be justified. identifies the columnar placement for text or data. Note: Only designated sort fields may be used as "break" fields. If no sort fields have been chosen, ReportWriter would have given you the opportunity to define them at this point Format Group TRAILER Accept the default group header by pressing the PF4 key. This will bring up the GROUP MENU. This time select the "Format Group TRAILER" option. The following GROUP TRAILER MENU screen should appear: Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, Grp Trl Entries: 3 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 61 2 DEPTNO 1 TOT CA_RAISE $9, RHT 72 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT 87 GROUP TRAILER MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry The top window displays the default group trailer which was created. The default is generated for the primary sort (break) field, DEPTNO. When the value of the DEPTNO field changes, ReportWriter will print the subtotal for the department on the next line under each variable. However, the positions of these totals needs to be adjusted slightly. The middle window displays the entries for the default group trailer. The entries in this section will give you a total of the current salaries, raises, and new salaries within each department. 3 96

127 The individual details associated with each entry are described in the following table: Detail Break Field Lin Type Field Description The field for which a group will be formed. This field must be specified as a valid sort field. When the data in this field changes, blank lines are inserted, and appropriate group trailer information is printed. Identifies the line in the group trailer on which the data is to be placed. Several types are available, identifying how the data will be processed: VAL use the current value of this data. TXT print out the text entered in the "Text/Assign/Expr" detail. TOT compute the total value of the data for this group. MIN identify the minimum value of the data for this group. MAX identify the maximum value of the data for this group. AVE compute the average value of the data for this group. CNT count the number of times the data was found in the group. CNQ count the number of unique occurances of data in the group. EXP indicates that an expression is to be entered in the "Text/Assign/Expr" detail and to output the value derived from the expression. ZRO indicates that the data should be zeroed prior to processing the next group. The only other details that are valid with "ZRO" include Break, Line, and Field. If the type specified is not "TXT" or "EXP", then this detail is prompted. The valid entries include: a field from the report field list a function a synonym a user defined variable assignment within the current format section. Mask This detail is used to format the data display to include a dollar sign, commas, slashes, etc. Txt/Assign/Exp This detail has multiple purposes based on the "Type" entered: Type TXT TOT MIN MAX AVE CNT CNQ EXP Text/Assign/Expr Useage Alphanumeric text (up to 60 characters) may be entered. An ASSIGNED VARIABLE NAME may be entered to place the computation in a user-defined variable. The name may contain up to 32 characters, letters, numbers and/or underscores. This variable is then available for use in subsequent expressions. See the "Format Report TRAILER" section for an example. A constant or expression (up to 60 characters) may be entered in the form of a numeric string, time stamp value, elapsed time variable, or alphanumeric string (enclosed in single quotes). Any valid arithmetic expression is valid. 3 97

128 Detail Jst Col Description This detail is optional and indicates that the value of the group trailer item is to be printed. Indicates the column at which the data or text will be placed. The maximum column number available is 999 but is controlled by the currently assigned Page Width. Note: If the "Jst" and "Col" details are left blank, the data for that entry will not be printed. Adjusting the TOTAL Fields Currently the fields CUR_SALARY, CA_RAISE, and CA_NEW_SALARY are right justified at columns 52, 63, and 76 while the totals in the group trailer are right justified at columns 61, 72, and 87. What you are to do next is to use the CHANGE option and change the column justifications for the totals to columns 52, 63, and 76. Select the CHANGE option and set the cursor on line 1 as shown next. Then press the RETURN to open the line. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, Grp Trl Entries: 3 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col ===> 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 61 2 DEPTNO 1 TOT CA_RAISE $9, RHT 72 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT 87 CHANGE/STD <PF1> next <PF4> finished Now use the right arrow key to move the cursor to the "Col" field, press the RETURN key to open the field, type the value 52, and then press RETURN again to close the field. Finally, press the PF4 key to accept the change. The result should look similar to the following screen. 3 98

129 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, Grp Trl Entries: 3 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 52 2 DEPTNO 1 TOT CA_RAISE $9, RHT 72 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT 87 CHANGE/STD <PF1> next <PF4> finished Now use the same procedure to change the column position for CA_RAISE to column 63 and for CA_NEW_SALARY to column 76. The resulting screen should be similar to the following. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, Grp Trl Entries: 3 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 52 2 DEPTNO 1 TOT CA_RAISE $9, RHT 63 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT 76 CHANGE/STD <PF1> next <PF4> finished Press the PF4 key to finish out. Add Descriptive Text To make the report more informative and to clarify the totals on the group trailer line, you are to add descriptive text to the group trailer. The text "DEPT. TOTALS" will be entered so that it is printed to the left of the subtotals on line 1 of the Group Trailer. Select the "ADD an Entry" option on the GROUP TRAILER MENU. The following screen will appear with the cursor positioned in the middle window, prompting for the Break Field. 3 99

130 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, Grp Trl Entries: 3 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 52 2 DEPTNO 1 TOT CA_RAISE $9, RHT 63 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT <===== ADD <PF2> help <PF4> finished Enter DEPTNO for the Break Field value and press Return to advance to the next detail. You will want the text to appear on the same physical line as the subtotals, so enter a 1 for the "Lin" detail. Then, since you are entering text, enter "TXT" as the type. The screen should be similar to the following: Grp Trl Entries: 3 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 52 2 DEPTNO 1 TOT CA_RAISE $9, RHT 63 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT 76 4 DEPTNO 1 TXT <==== ADD <PF2> help <PF4> finished Press Return to advance to the Text/Assign/Expr detail, and enter the text, justification and column values as shown in the next screen. Grp Trl Entries: 3 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 52 2 DEPTNO 1 TOT CA_RAISE $9, RHT 63 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT 76 4 DEPTNO 1 TXT DEPT. TOTALS LFT 25 ADD <PF2> help <PF3> cancel Press the Return key to finish this entry line, and then press PF4 to indicate that you have finished with the ADD option. This will bring up the following menu. Notice that the group trailer text, "DEPT. TOTALS" now appears in the top window

131 Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, DEPT. TOTALS $999, $9, $999, Grp Trl Entries: 4 GROUP TRAILER FORMATTING Break Field Lin Type Field Mask Text/Assign/Expr Jst Col 1 DEPTNO 1 TOT CUR_SALARY $999,99... RHT 52 2 DEPTNO 1 TOT CA_RAISE $9, RHT 63 3 DEPTNO 1 TOT CA_NEW_SALARY $999,99... RHT 76 4 DEPTNO 1 TXT DEPT. TOTALS LFT 25 GROUP TRAILER MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry Generate the Report Select the [TOP] option to return to the TOP RPW MENU, as shown next. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report MM/DD/YYYY ======================================================================================= DEPT. #: 9999 EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE NEW SALARY ********** *************** ********** *********** ********* *********** XXXXXXXXXXXXXXX 9 $999, $9, $999, DEPT. TOTALS $999, $9, $999, $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format At this point you are asked to PREVIEW the report as it now stands. You can go straight to the PREVIEW and bypass the OUTPUT PARAMETERS screen by typing in the value, GEN PRE, and pressing the Return key. The report process will begin and will prompt you for the "highest Department Number to Process:". Enter the value 40 as shown next

132 Rpw: REPORT5 REPORT GENERATION View: PRSPAY Enter the highest Department Number to process: 40 GENERATE <PF3> cancel The first page of the report should be displayed on your terminal and should be similar to the following. Notice the addition of the group headers and group trailers

133 ================================================================================ 02:46 PM REPORT5 PAGE 1 Lesson 5 Report 15-JAN-97 ================================================================================ EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE NEW SALARY ********** *************** ********** *********** ********* *********** DEPT. #: CUSHNER 1 $ 1, $ $ 1, MARVIN 1 $ 3, $ $ 3, NORRIS 1 $ $ $ DEPT. TOTALS $ 5, $ $ 5, Press <RETURN> to continue or <PF3> to cancel... After previewing the report, you will be returned to the [TOP] RPW menu as shown next. You may have to press the <PF3> CANCEL key first. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY ======================================================================================= HH:MN XM REPORT5 PAGE 9999 Lesson 5 Report MM/DD/YYYY ======================================================================================= DEPT. #: 9999 EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE NEW SALARY ********** *************** ********** *********** ********* *********** XXXXXXXXXXXXXXX 9 $999, $9, $999, DEPT. TOTALS $999, $9, $999, $999, $9, $999, REPORT MENU [TOP] <PF3> cancel SELECT Rpt Fields TOTAL this Rpt MODIFY Rpt Descriptor CANCEL DEFINE Input/Calc Flds FORMAT this Rpt CHANGE Submit Options SAVE as QUALIFY Data Records GENERATE this Rpt CATALOG SORT Rpt Data EXAMINE Format 3 103

134 3.8.5 Format Report Trailer The remaining format options are: Page FOOTER, Report TITLE, and Report TRAILER. The Page FOOTER allows you to define what will print on the last print line(s) of each page of the report. The Page FOOTER is defined exactly like the Report TRAILER, which is discussed below. The Report TITLE serves as a "banner page", and allows you to specify what will print prior to page 1 of the report. A default title page can be captured which includes: report name and description, generation date, time and operator, and the data definition against which the report is defined. The formatting process for this page is identical to that of the page header. The Report TRAILER allows you to specify what will print at the end of the report. When you used the "TOTAL this Rept" option, a report trailer was created containing totals for the three fields: CUR_SALARY, CA_ RAISE, and CA_NEW_SALARY. You should be at the [TOP] REPORT MENU screen. Do the following: 1 Select "FORMAT this Rpt" from the [TOP] Menu. 2 Select "Report TRAILER" from the FORMAT MENU. The following screen should appear. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, Trailer Entries: 3 REPORT TRAILER FORMATTING Type Field Mask Text/Assign/Expr Lin Jst Col 1 TOT CUR_SALARY $999, RHT 61 2 TOT CA_RAISE $9, RHT 72 3 TOT CA_NEW_SALARY $999, RHT 87 REPORT TRAILER MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry EXAMINE Format TOP DELETE an Entry Again, the top window is a template, displaying the default report trailer. This trailer contains place holders for the following field totals: CUR_ SALARY, CA_RAISE, and CA_NEW_SALARY. These place holders will need to be adjusted in the same fashion as the report group totals

135 The middle window displays the details associated with the default report trailer. The entries in this particular example give us the totals of all employee salaries, raises, and new salaries. However, you could easily change the data type in any of the fields to reflect a value (VAL), an average (AVE), count (CNT), count unique (CNQ), a minimum (MIN), or a maximum (MAX) value. The individual item details are exactly the same as for the group trailer. For this exercise you are to do the following modifications. Adjust the columns for the report TOTALS and add a text line. Adjusting the TOTAL Fields Currently the fields CUR_SALARY, CA_RAISE, and CA_NEW_SALARY are right justified at columns 52, 63, and 76 while the totals in the report trailer are right justified at columns 61, 72, and 87. What you are to do next is to use the CHANGE option and change the column justifications for the totals to columns 52, 63, and 76. This is exactly the same procedure as you used for adjusting the totals for the group trailer. Select the CHANGE option and set the column positions to 52, 63, and 76. The resulting screen should be similar to the following: Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, $999, $9, $999, Trailer Entries: 3 REPORT TRAILER FORMATTING Type Field Mask Text/Assign/Expr Lin Jst Col 1 TOT CUR_SALARY $999, RHT 52 2 TOT CA_RAISE $9, RHT 63 3 TOT CA_NEW_SALARY $999, RHT 76 CHANGE/STD <PF1> next <PF4> finished Highlight the desired ENTRY by use of the <arrow> keys or by entering the ENTRY-Number followed by <return>. Press <return> to select the ENTRY for CHANGE. Press the PF4 key to finish out

136 Enter Descriptive Text The next step is to enhance the report by adding the descriptive text "REPORT TOTALS:" on the line which contains the totals. You are to add the text "REPORT TOTALS:" to the Report Trailer. 1 Use the ADD option. 2 Place this text on the same physical line as the totals. 3 Left justify at column 25. Once you have added the text, the screen should resemble the following. Rpw: REPORT5 REPORT DEFINITION MODIFICATION View: PRSPAY...: : : : : : : : XXXXXXXXXXXXXXX 9 $999, $9, $999, REPORT TOTALS: $999, $9, $999, Trailer Entries: 4 REPORT TRAILER FORMATTING Type Field Mask Text/Assign/Expr Lin Jst Col 1 TOT CUR_SALARY $999, RHT 52 2 TOT CA_RAISE $9, RHT 63 3 TOT CA_NEW_SALARY $999, TOT_NEW_SAL 1 RHT 76 4 TXT REPORT TOTALS: 1 LFT 25 5 VAL ADD <PF2> help <PF4> finished If you pressed PF4 after finishing with line 4, the screen will show the text, REPORT TOTALS:, in the top window as shown above Generate the Report You are asked to again PREVIEW the report as it now stands. You can go straight to the PREVIEW and bypass the OUTPUT PARAMETERS screen by typing in the value, GEN PRE, and pressing the Return key. The report process will begin and will prompt you for the "highest Department Number to Process:". Enter the value 40 as shown next. Rpw: REPORT5 REPORT GENERATION View: PRSPAY Enter the highest Department Number to process: 40 GENERATE <PF3> cancel 3 106

137 The first page of the report should be displayed on your terminal and should be similar to the following. ================================================================================ 04:05 PM REPORT5 PAGE 1 Lesson 5 Report 23-JAN-97 ================================================================================ EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE NEW SALARY ********** *************** ********** *********** ********* *********** DEPT. #: CUSHNER 1 $ 1, $ $ 1, MARVIN 1 $ 3, $ $ 3, NORRIS 1 $ $ $ DEPT. TOTALS $ 5, $ $ 5, Press <RETURN> to continue or <PF3> to cancel... The last page should look similar to the following. Notice the addition of the report trailer. ================================================================================ 04:05 PM REPORT5 PAGE 4 Lesson 5 Report 23-JAN-97 ================================================================================ EMPLOYEE # LASTNAME WAGE CLASS SALARY RAISE NEW SALARY ********** *************** ********** *********** ********* *********** DEPT. #: CONVEY 1 $ 1, $ $ 1, GONZOLES 1 $ 1, $ $ 1, DEPT. TOTALS $ 2, $ $ 2, REPORT TOTALS: $ 21, $1, $ 23, Press <RETURN> to continue... You should be returned to the OUTPUT PARAMETERS screen. Press the CANCEL key PF3. You should now be returned to the [TOP] REPORT MENU. At this point DO NOT CATALOG. Press the PF3 key to Cancel, and accept "yes" to cancel. Now select the EXIT option to return to the OECN menu. At this point you can exit from the menu or re-enter UDMS by selecting the UDMS option

138

139 4 Exercises Using USPS, USAS, and EMIS 4.1 USPS Sample Reports The following sections present several scenarios for reports using some of the State Software packages. More will be added as time permits. All of these will use the ReportWriter tools just presented in the previous 5 lessons. The first report for each package will be very basic, while the next one will use more of the options such as formatting and subtotalling. These exercises are to be run on the user s own data files. However, if this is not possible, the DAS may have test files available. First you should log on to an account which contains USPS payroll files First Absence Detail Report You are to create an absence detail report which lists all records not yet reported to USAS. 1 At the OECN Menu select UDMS, and then select the USPS Data Base. 2 Bring up the Main UDMS menu and select RPW. 3 Use the ATTENDANCE data definition from the USPS listing. 4 DEFINE a report descriptor giving a report name and description. 5 Select the fields: FULL_NAME, JOB_NO, TRANSACTION_TYPE, ABSENCE_CATEGORY, LENGTH_OF_ABSENCE, USAS_POSTING_ INDICATOR (be sure to use the one for USAS). 6 Qualify the field, USAS_POSTING_INDICATOR so that the records selected are not equal to Y. That is, you want to select only those records which have not yet been posted. 7 Select to sort first on the field FULL_NAME (see note below) and next on the field JOB_NO. 8 Preview the report at your terminal (see note 2 below). As an alternative, print the report to a text file, and then print or view the text file. 9 Lastly, CATALOG the report so that it can used as a starting point for the next exercise. Note 1: There is potentially a problem with the FULL_NAME field. You may have noticed that this field appears twice in the report field list. This is because the ATTENDANCE view was obtained by joining the Employee Record with the Absence Record and FULL_NAME is the common field used for the join. As a result, the FULL_NAME field that was originally selected is really, FULL_NAME:EMPLOYEES_REC. 4 1

140 Exercises Using USPS, USAS, and EMIS Now when entering the primary sort field you can either type in a field name or press PF1 and then highlight FULL_NAME and press Return to select it. If you use this second method, the sort field name will be: FULL_NAME:EMPLOYEES_REC. A problem may occur during the next exercise when setting up the group trailer. When using the default trailer option, the default break field will be the name of the primary sort field. (So this name could either be FULL_NAME or FULL_NAME:EMPLOYEES_REC, depending on what was entered for the sort field name.) The point is that the sort field and the break field names must be the same. When entering more lines to the group trailer, you must use the same break field name as the sort name. Just recall this note in the next exercise. Note 2: In order to limit the number of records shown on the report, you can set two parameters on the OUTPUT PARAMETERS MENU as show next. First select the GENERATE option. When the following screen appears, select the option to "CHANGE an Output Parameter", then set the READ LIMIT = 500 (This is just an estimate. You may need to either lower or raise this value.) and the QUALIFY LIMIT = 50. Rpw: DIEHL_ABSDET1 REPORT GENERATION View: ATTENDANCE O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Printer Type : 13. Number of copies : 1 3. Page Length : First page to print: 1 4. Page Width : Last page to print : 5. Report Spacing : SINGLE 16. Stop every page : N 6. Characters per inch : 7. Top Margin : 17. Read Limit : Bottom Margin : 18. Qualify Limit : Left Margin : 19. Extract Display Inc: Page Break : N 11 Suppress Dupl Values : N 20. 4GL Include File : 12. Summary Report : N MENU <PF3> cancel CONTINUE with Generate PREVIEW this Report CANCEL CHANGE an Output Parameter 4 2

141 Exercises Using USPS, USAS, and EMIS Sample ABSDET 1 Report Your report should look similar to the following except for different data: =============================================================================================== 29-JAN-97 01:41 PM DIEHL_ABSDET1 PAGE 1 Abs Rept 1 - Abs Not Reported USAS Data definition (ATTENDANCE) =============================================================================================== Job Trans Absence Length Of USAS Full Name Num Type Category Absence Post BROWN, SARA S 00 AC SI BROWN, SARA S 00 AC SI COOPER, GEORGE A 00 AC VA COOPER, GEORGE A 00 AB SI FARMER, WILLIAM E 01 AT SB HAMMER, MICHAEL M 03 AT SB MCINSTOSH, MAC B 00 AC SI MCINSTOSH, MAC B 00 AC SI MCINSTOSH, MAC B 00 AB SI MCINSTOSH, MAC B 00 AB SI MCINSTOSH, MAC B 00 AB SI Press <Return> to continue or <PF3) to cancel Second Absence Detail Report For this exercise you are to start with the previous report and make some modifications and additions. You are to add an additional field, select just the "AB" transaction type, change one of the sort fields, and add a group trailer to give a subtotal of the number of absences by employee. In order to use the previous report, you can start from either the OECN menu or the main UDMS menu. Once you have selected the view ATTEDANCE, you will use the LOAD command and load your previous report. See the following steps: 1 Bring up the Main UDMS menu and select RPW. 2 Use the ATTENDANCE data definition from the USPS listing. 3 Use the LOAD option and select the name of the report you just created. You will be asked to enter a new report name and description. This will then bring up the [TOP] RPW menu where you can Select Fields, Define Input/Calc fields, Qualify Data fields, Sort Report Data. etc. 4 Insert the field, TRANSACTION_DATE between the fields, LENGTH_ OF_ABSENCE and USAS_POSTING_INDICATOR. 5 Add the qualification to select only those records with TRANSACTION_TYPE = AB. This will exclude all records which are not absence records. Note that there will now be two record qualifications joined with an AND. 6 Replace the sort field, JOB_NO, with the field TRANSACTION_DATE. 4 3

142 Exercises Using USPS, USAS, and EMIS 7 Note. You will need to use the Column Detail option to change the field type of LENGTH_OF_ABSENCE to "TOT". 8 Create a Group Trailer to calculate the total of LENGTH_OF_ ABSENCE by employee. Use the Default option, and then make modifications. Note that this will require the field, LENGTH_OF_ ABSENCE to have the field type of "TOT". The break field should be the Full Name field. Recall, that the names of the break field and the primary sort field must be the same. Also add the text, "TOTAL ABSENCES:" to the left of total on the same line. 9 Preview the report at your terminal. (Again, you may want to set read and qualify limits.) As an alternative, print the report to a text file, and then print or view the text file. 10 You may want to CATALOG the report so that you can use it again. 11 When you are finished, return to the main UDMS MENU. Sample ABSDET 2 Report Your report should look similar to the following except for different data: ================================================================================================= 30-JAN-97 11:11 AM DIEHL_ABS2 PAGE 1 Abs Rept 2 - Abs Not Reported USAS Data definition (ATTENDANCE) ================================================================================================= Job Trans Absence Length Of Transaction USAS Full Name Num Type Category Absence Date Post BRIGHT, RANDY C 00 AB VA /09/13 BRIGHT, RANDY C 00 AB SI /03/07 TOTAL ABSENCES: CANFIELD, MARCIA 03 AB PL /04/11 CANFIELD, MARCIA 03 AB PL /04/13 TOTAL ABSENCES: COOPER, GEORGE A 00 AB SI /12/14 TOTAL ABSENCES: Press <Return> to continue or <PF3> to cancel

143 Exercises Using USPS, USAS, and EMIS 4.2 USAS Sample Reports First you should log on to an account which contains USAS files USAS - Invoice Listing by OPU Report The first exercise is to produce a listing of paid invoices for just a particular OPU or set of OPU s. This will involve defining an input variable to capture the desired OPU number(s). Then the Operational Unit value on each record will be compared with the input value to see if the record should be selected for the report. Use the following steps as a guide for your first USAS report. 1 At the OECN Menu select UDMS, and then select the USAS Data Base. 2 Bring up the Main UDMS menu and select RPW. 3 Use the PAID_INVOICES data definition from the USAS listing. 4 DEFINE a report descriptor giving a report name and description. 5 Select the fields (in this order): INVOICE_NO, PURCHASE_ORDER_ NO, CHARGE_NO, VENDOR_NO, INVOICE_DATE_FIELD, STATUS, TRANSACTION_INDICATOR, FUND, FUNCTION, OBJECT, SCC, SUBJECT, OPERATIONAL_UNIT, INSTRUCTIONAL_LEVEL, AMOUNT 6 Define an input variable (with a name such as IN_OPU). The variable should be alphanumeric. Enter some text for the input prompt, such as - "Enter the desired OPU(s) separated by commas:" 7 Qualify the field, OPERATIONAL_UNIT so that only records with operational unit equal to the value of the input variable will be selected for the report. 8 Select to sort first on the field OPERATIONAL_UNIT and next on PURCHASE_ORDER_NO. 9 Preview the report at your terminal (you may want to set read and qualify limits). As an alternative, print the report to a text file, and then print or view the text file. You can generate the report several times by changing the OPU value on each run. Note: UDMS will allow you to enter multiple input values, such as 001,002,005 (do not leave any spaces) to select OPU s 001 or 002 or 005. If you just press Return at the input prompt, then no restrictions will apply, and you will receive all OPU s. 10 Lastly, CATALOG the report if you wish to use it again. 11 When you are finished, return to the main UDMS MENU. 4 5

144 Exercises Using USPS, USAS, and EMIS Sample Invoice Listing Report Your report should look similar to the following except for different data: Rpw: DIEHL_INV REPORT GENERATION View: PAID_INVOICES Enter the Desired OPU(s) Separated by Commas: 002,005 ==================================================================================================== 28-FEB-97 10:06 AM DIEHL_INV PAGE 1 Data definition (PAID_INVOICES) ==================================================================================================== Invoice Purchase Charge Vendor Number Order No Number Number Date Stat TI Fund Func Obj SCC Subj OPU IL Job Amount /13/ /13/ /13/ G /20/ G /20/ G /20/ /21/ /21/ MAGAZIN /19/ /19/ /15/ /04/ /04/ /07/ /07/ /14/ /14/ /14/ FINAL /07/ , FINAL /07/ , /25/ , /25/ , Press <Return> to continue or <PF3> to cancel USAS - Detail Receipt Listing Report The second exercise is to produce a listing of receipts sorted first by date, next by receipt number, and lastly by item number. The report should produce a subtotal for each receipt and then a subtotal by date. It should allow the user to enter a range of dates to be used for the data. Use the following steps as a guide for creating the report. 1 Bring up the Main UDMS menu and select RPW. 2 Use the RECEIPTS data definition from the USAS listing. If you are already in UDMS and at the RPW main menu, you can use the DATA option to see the list of data definitions for the USAS data base. 3 DEFINE a report descriptor giving a report name and description. 4 6

145 Exercises Using USPS, USAS, and EMIS 4 Select the fields (in this order): RECEIPT_DATE, RECEIPT_NO, ITEM_NO, STATUS, DESCRIPTION, AMOUNT. Note, you will later delete the RECEIPT_DATE from the column detail list and use it for a Group Header field. 5 Define two input variables for the beginning date and for the ending date. You can use such names as IN_BEGIN and IN_END. These variables will both be of TS (time stamp) type for a date or time field. Use the mask MM/DD/YY for these valiables. Enter some text for the input prompt and include the format. For example - "Enter the Beginning Date (MM/DD/YY):". Note that the slashes should be used when actually entering the data. (example, 12/01/96). 6 Qualify the field, RECEIPT_DATE so that the value of this variable is greater than or equal to (GE) the IN_BEGIN date and also is less than or equal to (LE) the IN_END date. This is so that only the records which meet this criteria will be included in the report. 7 Select to sort first on the field RECEIPT_DATE, next on the RECEIPT_NO, and lastly on the ITEM_NO. 8 Use the Column Detail option to first remove the field, RECEIPT_ DATE from the column detail. Automatically adjust the columns. The reason for removing this field is to keep it from printing on each line of the detail report, and to print it just one as a group header for the receipts for a given day. Secondly, change the field type of the variable, AMOUNT, to TOT so that this field can be used to give subtotals in group trailers and the report trailer. 9 Create a group header for the break field, RECEIPT_DATE. Use the Default option. This will do practically everything for you for placing the RECEIPT DATE at the beginning of each new date. Note, you might want to modify the default text to make it - "Receipt Date:". Look at the group header to observe this. 10 Next create a group trailer on the primary sort field, RECEIPT_DATE. Accept the default. Add text on the same line to indicate that this is a total for the day. 11 Now create a second group trailer on the break field, RECEIPT_NO. You will have to ADD these lines to the current Group Trailer Menu. The first entries are for the primary group, while the next lines are for the secondary group. The break fields will be first the primary sort field, and then a secondary sort field. What you are doing is to create a secondary group of records within a primary group. You will have to ADD lines such as the following: Break Field Lin Type Field Mask Jst Col RECEIPT_NO 1 TOT AMOUNT 999,999,990.00?? Notice that the line is still on line 1 even though the primary break field is also using group trailer line 1. UDMS will sort this out for each of the break fields. Add another entry on the break field, RECEIPT_NO, for the text which is to print at the left of the Invoice total. Something like, "RECEIPT TOTAL:". 4 7

146 Exercises Using USPS, USAS, and EMIS 12 If you wish, you could create a report trailer for the total amount for the report. Use the Default option, and add some text such as, "GRAND TOTAL:" at the left of the final report total. 13 Preview the report at your terminal (you may want to set just a qualify limit). As an alternative, print the report to a text file, and then print or view the text file. You can generate the report several times by entering a different range of dates. 14 Lastly, CATALOG the report if you wish to use it again. 15 When you are finished, return to the main UDMS MENU. Sample Receipt Listing Report Your report should look similar to the following except for different data: Rpw: DIEHL_RECPT REPORT GENERATION View: RECEIPTS Enter the Beginning Date: 12/01/96 Enter the Ending Date: 12/31/96 =================================================================================== 31-JAN-97 02:02 PM DIEHL_RECPT PAGE 1 Detailed Rpt - Subtotalled by Rec # Data definition (RECEIPTS) =================================================================================== Receipt Item Number Number Stat Description Amount Receipt Date: 12/04/ A #17422 NEWSPAPER A ASSEMBLY A CLASS OF A ART A SPEECH A ENGLISH A FRENCH A PHYS ED - SWIMMING 2.50 TOTAL FOR RECEIPT: A FRESHMEN BB - SAMPLE CITY TOTAL FOR RECEIPT: A JH WRESTLING - SAMPLE CITY TOTAL FOR RECEIPT: A # ELEM YEARBOOK SALES TOTAL FOR RECEIPT: A #16741 RAIDER S PAPER A MID SCHOOL WORKBOOKS A SWIM FEES A ART FEES A ASSEMBLY 2.00 TOTAL FOR RECEIPT:

147 Exercises Using USPS, USAS, and EMIS A #77424 NEWSPAPER A ASSEMBLY A SENIOR PICTURES A CLASS OF A FFA DUES A ART A ENGLISH A GOVERNMENT A PHYS ED SWIMMING A AG SCIENCE & BUSINESS A DRAFTING Receipt Date: 12/31/96 TOTAL FOR RECEIPT: TOTAL FOR DATE: 12/04/96 1, TOTAL FOR DATE: 12/31/ GRAND TOTAL: 30,

148 Exercises Using USPS, USAS, and EMIS 4.3 EMIS Sample Reports First you should log on to an account which contains EMIS files EMIS - Student Listing by Grade Level The first exercise is to produce a listing of students sorted by grade level. You will use the STU_DEMO view in the EMIS data base. Use the following steps as a guide for your first EMIS report. 1 At the OECN Menu select UDMS, and then select the EMIS Data Base. 2 Bring up the Main UDMS menu and select RPW. 3 Use the STU_DEMO data definition from the EMIS listing. 4 DEFINE a report descriptor giving a report name and description. 5 Select the fields in the following order: STUDENT_ID, NAME, GRADE_LEVEL, GENDER, RACIAL_ETHNIC_CATEGORY, STUDENT_STATUS, PARENT_DISTRICT_IRN, ATTENDING_ HOME_DIST_STATUS, ATTND_HOME_IRN. 6 Select to sort first on GRADE_LEVEL and next on NAME. 7 Preview the report at your terminal. You may want to set the qualify limit to 100. As an alternative, print the report to a text file, and then print or view the report. 8 Lastly, CATALOG the report so that it can be used as a starting point for the second exercise. Sample Student Listing Report Your report should look similar to the following except for different data. =============================================================================================== 06-FEB-97 11:28 AM DIEHL_EMIS1 PAGE 1 Student Listing By Grade Level Data definition (STU_DEMO) =============================================================================================== Student Student Parent Attend Attend ID Student Name Grade Sex Race Status IRN Home Status Home IRN FISHER,RACHEL/ F B HOLMES,WILIAM/ M W KLINE,RITA/ M W LAWRENCE,BRYAN/ M W ROOT,CARLA/ F W SMITH,JOE/ M W BAKER,TIMOTHY/ M W BROWN,MICKY/ M W HALL,FREDA/ F W JONES,MICHAEL/ M W ROSS,FRANK/ M W Press <Return> to continue or <PF3> to cancel

149 Exercises Using USPS, USAS, and EMIS EMIS - Second Student Listing By Grade Level For this exercise you are to start with the previous report and make some modifications and additions. You will need to add an additional field, PERCENT_OF_TIME (or FTE), which gives the average percentage of time per week spent in instruction. You are to change this percentage to a decimal equivalent by dividing it by 100. In addition you are to create a group trailer for each grade level giving the total FTE for the grade and a head count of the number of students in the grade. Finally, you are to allow the user to enter a value for the STUDENT_STATUS, and to select only those records for the report which match the input value. In order to use the previous report, you can start from either the OECN menu or the main UDMS menu. Once you have selected the view STU_ DEMO, you will use the LOAD command and load your previous report. See the following steps: 1 Bring up the Main UDMS menu and select RPW. 2 Use the STU_DEMO data definition from the EMIS listing. 3 Use the LOAD option and select the name of the report you just created. You will be asked to enter a new report name and description. This will then bring up the [TOP] RPW menu where you can Select Fields, Define Input/Calc fields, Qualify Data fields, Sort Report Data etc. 4 Add the field, PERCENT_OF_TIME as the last column of the report. 5 Define an input field, such as IN_STD_STATUS, as an alphanumeric field of one character. Add some text for the prompt. 6 Now, in order to change the PERCENT_OF_TIME value from a percentage to a decimal equivalent, define a calculated field, such as FTE, whose value is the value of PERCENT_OF_TIME divided by 100. You will need to enter a numerical mask for the FTE field. 7 Use the Qualify Data option to select just the value for STUDENT_ STATUS which equals the input student status value. 8 Keep the same sorting options as used in the first exercise. 9 Use the Column Detail formatting option to do the following. First remove the field, PERCENT_OF_TIME, from the report. Then replace it by the calculated field, FTE. In order to calculate the total FTE by grade level in a group trailer, the field type of FTE will need to be TOT. You can also shorten some of the column headings and adjust the fields to make the report fit better, if you wish. 10 Now create a Group Trailer for GRADE_LEVEL. Use the Default group trailer. Since the primary sort field is GRADE_LEVEL, this field will automatically be the default break field, and FTE should be the default field for a group total. Add some text to indicate the total FTE for the grade by adding an additional line to the trailer definition. 4 11

150 Exercises Using USPS, USAS, and EMIS The next problem is to create a head count for the grade level. You can do this in the Group Trailer option by adding more lines to the trailer. In order to take a head count, you need to count the number of occurances of some field. You can use the STUDENT_ID for this. Since the Student ID is unique, the number of occurances of this field will equal to number of students. Add a new entry to the Group Trailer. The break field will still be GRADE_LEVEL, the line will be 1, the type will be CNT (for count), and the field you are counting on could be STUDENT_ID. There is a default mask for the count, but you will have to indicate where on line 1 the count value is to be printed. Finally, add a text line to indicate the head count. 11 Preview the report at your terminal. You may want to set the qualify limit to 100. As an alternative, print the report to a text file, and then print or view the report. Possible values for the student status are: 0-9,A,B,C,D,F. Generate the report several times using different values for the student status. Again, try using multiple input values such as 3,9 or just press the return key to select all student statuses. 12 Lastly, if you wish, CATALOG the report. 13 Return to the main UDMS menu. Sample Second Student Listing Report Your report should look similar to the following except for different data. Rpw: DIEHL_EMIS2 REPORT GENERATION View: STU_DEMO Enter the Student Status: 3,9 ==================================================================================================== 06-FEB-97 03:04 PM DIEHL_EMIS2 PAGE 1 Student Listing By Grade Level Data definition (STU_DEMO) ==================================================================================================== Student Student Parent Attend Attend ID Student Name Grade Sex Race Status IRN Home Status Home IRN FTE CARRY,JIM/ M W ELDER,LOU/ F W JONES,SUE/ M W LINDER,BILL/ M W SMALL,WILLIAM/ M W WILLIAMS,CATHY/ F W NO of STUDENTS: 6 TOTAL FTE FOR GRADE: BING,JOAN / F W BULL,MUCH/ M B CAREY,HARRY/ M W HINES,JANE/ F W MASSEY,JILL/ F W Press <Return> to continue or <PF3> to cancel

151 A Generating Mailing Labels A.1 Overview of the Lesson This is an additional lesson to illustrate the LABEL (LBL) option of UDMS. In this lesson you will use the Demo Data files supplied by Interactive Software, Inc. and the Personnel View. This option allows you to create mailing labels with one, two, or three accross a page. It will also allow you to make sorts and selections on the data before generating the labels. For the Labels option you will do the following: 1 Use the data base, DEMO - UDMS Demo/Practice Dictionary (as provided by Interactive Software Systems, Inc.) 2 Use the LABELS option at the UDMS Main menu. 3 Use the PRSMST (Personnel Demo File) view of the data base. 4 Create a Labels Descriptor including the length and width of the label. 5 Select the fields to be used on the label. 6 Define the sorting fields. 7 Format the label by placing the fields at the correct location. 8 Generate the labels including deciding the number of labels in a row. 9 Catalog to save the label definiitions. A.1.1 Bring Up UDMS and the Database Use the Menu System and select the OECN option. Next select the UDMS option. You are first shown a list of the available databases. Use up and down arrows to highlight the desired selection, and then press the Return key. For this exercise select the "DEMO UDMS Demo/Practice Dictionary" option. You will bring up the text based version of UDMS and see the following main menu: A 1

152 Generating Mailing Labels Version 5.3-aa User Data Management System M A I N M E N U RPW ReportWriter INQ Inquiry EXP Export LBL Labels TXT Text/Merge MOD Select Defs by Module (RPW, EXP, FRM...) DATA Select a Data Def (Record/View/Alias) EXIT MENU <PF2> help <PF4> exit Copyright (C) Interactive Software Systems Inc. Enabled until 11/22/99. Select LABELS Option and PRSMST Data Definition At the Main UDMS menu select the LABELS option. You should see a Data Definition screen similar to the following: EXISTING DATA DEFINITIONS A_OECN_USERS ALIAS OECN User Authorization BILLING Billing Record CO_STATS Company Operating Statistics CUST_LU Customer Master for FRM Lookups CUST_MST Customer Name & Address Master DAILYTXN Daily Transaction File DEPNDNTS Dependents Demo File HISTTXN History Transaction File INVMSTR Inventory Master File LMC_VIEW PRSMST AND PAYMST MBK_PRSPAY PRSMNT + PAYMST MEP_VIEW1 COPY OF VIEW1 MRP_1 MRP PRSMST AND PAYMST NEC_VIEW1 PRSMST + PAYMST SELECT <PF1> more <PF3> cancel Highlight the desired DATA DEFINITION by use of the <arrow> keys or by entering the Name followed by <return>. Display windows of Definitions by use of the <PF1> key. Press <return> to make your selection. Type in the word, PRSMST, to select the Personnel Demo view, and press the Return key. A 2

153 Generating Mailing Labels A.1.2 The LABEL Descriptor Next, you will see a screen similar to the following where you are to define the LABEL Descriptor. UDMS-Label LABEL DEFINITION Rcrd: PRSMST L A B E L D E S C R I P T O R 1. Label Name : 2. Description : 3. Label Width : 4. Label Length : 5. Access Level : 6. Access Password : 7. Definition Modify Level : DEFINE <PF2> help <PF3> cancel <PF4> finished Notice that this descriptor is similar to the Report Descriptor for RPW, except that it contains entries for the width and the length of the label. The width is the total number of print columns on the label. While the length is the total number of print lines on the label. For this lesson use the following values. Use the name, LABELSXX (where XX are your initials), describe it as "Personnel Mailing Labels", set the width at 30, and the length at 5. Then accept the defaults for the remaining fields. A.1.3 Select the Label Fields After defining the label descriptor, the LABEL FIELD SELECTION menu, similar to the following screen will automatically appear. A 3

154 Generating Mailing Labels Lbl: LABELSHD LABEL DEFINITION Rcrd: PRSMST Label Fields: LABEL FIELD SELECTION Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN <PF3> cancel Select the FIELDS to be included in the Label. SELECTED fields ALL fields Choose the "SELECTED" fields option, and a screen similar to the following will appear. Lbl: LABELSHD LABEL DEFINITION Rcrd: PAYMST 1 Label Fields: 0 LABEL FIELD SELECTION Data Fields Record DspLen Typ Key 1 PAY_EMPNO : PAYMST 5 NU P 2 R_BRANCH : PAYMST 2 NU P.1 3 R_NUMBER : PAYMST 3 NU P.2 4 WAGE_CLS : PAYMST 1 NU A1 5 CUR_SALARY : PAYMST 9 NU 6 PAY_TYPE : PAYMST 1 NU A2 SELECT <PF1> select <PF2> help <PF4> finished You will need to select all of the fields that might be used on the labels. Be sure to include any sort and qualifying fields, whether or not the field is to appear on the label. The selected fields will simply show at the top of this screen as a list with one field per line. This is NOT how they will appear on the label. To create the actual placement on the label, you will use the "Format Label" option at a later stage. Use the Down Arrow or the PF1 key to highlight the desired field and then press the Return key to select it for the label. Select the fields: LASTNAME, FIRSTNAME, ADDR1, CITY, STATE, ZIP. You should see a screen similar to the following: A 4

155 Generating Mailing Labels Lbl: LABELSHD LABEL DEFINITION Rcrd: PRSMST 2 FIRSTNAME 3 ADDR1 4 CITY 5 STATE 6 ZIP 7 Label Fields: 6 LABEL FIELD SELECTION Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN SELECT <PF1> next <PF2> help <PF4> finished When you are finished press the PF4 key. You should see a screen similar to the following: Lbl: LABELSHD LABEL DEFINITION Rcrd: PRSMST 2 FIRSTNAME 3 ADDR1 4 CITY 5 STATE 6 ZIP Label Fields: 6 LABEL FIELD SELECTION Data Fields Record DspLen Typ Key 1 EMPNO : PRSMST 5 NU P 2 SSN : PRSMST 9 NU A1 3 LASTNAME : PRSMST 15 AN A2 4 FIRSTNAME : PRSMST 18 AN 5 ADDR1 : PRSMST 30 AN 6 ADDR2 : PRSMST 30 AN FIELD SELECT MENU <PF3> cancel <PF4> finished ADD a Field REVIEW the Fields CANCEL INSERT a Field CLEAR all Fields FINISHED DELETE a Field Press the PF4 key again to return to the [TOP] LABEL Menu as shown next. A 5

156 Generating Mailing Labels Lbl: LABELSHD LABEL DEFINITION MODIFICATION Rcrd: PRSMST Label Fields Record DspLen Typ Key 1 LASTNAME : PRSMST 15 AN A2 2 FIRSTNAME : PRSMST 18 AN 3 ADDR1 : PRSMST 30 AN 4 CITY : PRSMST 15 AN 5 STATE : PRSMST 2 AN Label Fields: 6 LABEL MENU [TOP] <PF3> cancel SELECT Label Fields FORMAT this Label CANCEL DEFINE Input/Calc Fields GENERATE this Label SAVE as QUALIFY Data Records MODIFY the Label Descriptor CATALOG SORT Label data CHANGE the Submit Parameters Notice that the options at the bottom of this screen are similar to those on the [TOP] RPW Menu, and perform similar functions for the LABELS option. A.1.4 Select the Sort Fields Highlight and select the "SORT Label Data" option. Select USER- DEFINED Sorts. Then define LASTNAME as the primary sort field and FIRSTNAME as the secondary sort field. The screen should look similar to the following when you are finished. Lbl: LABELSHD LABEL DEFINITION MODIFICATION Rcrd: PRSMST Label Fields Record DspLen Typ Key 1 LASTNAME : PRSMST 15 AN A2 2 FIRSTNAME : PRSMST 18 AN 3 ADDR1 : PRSMST 30 AN 4 CITY : PRSMST 15 AN 5 STATE : PRSMST 2 AN Sort Entries: 2 LABEL DATA SORTING Sort Field Sort Type 1 LASTNAME ASC 2 FIRSTNAME ASC SORT FIELDS MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry DELETE an Entry Press the PF4 key to return to the [TOP] LABELS Menu. A 6

157 Generating Mailing Labels A.1.5 Select FORMAT the Label Option This is the most difficult part of creating the labels. You will have to manually place the fields at the correct positions on the label. This is similar to creating a report group header, except that there is no default label layout. Select the option to "FORMAT this Label". Your screen should look similar to the following. Lbl: LABELSHD LABEL DEFINITION Rcrd: PRSMST...: : :...30 Label Fields: 6 LABEL FORMATTING Field Mask Line Justify Column <PF3> cancel USER-DEFINED Label CANCEL LOAD Label from existing Def Notice that a Ruler appears with length equal to the width of the label as chosen in the LABEL Descriptor. Accept the USER-DEFINED option. A screen similar to the following should appear. Lbl: LABELSHD LABEL DEFINITION Rcrd: PRSMST...: : :...30 Label Fields: 6 LABEL FORMATTING Field Mask Line Justify Column 1... DEFINE <PF1> select <PF2> help <PF4> finished Select FIRSTNAME for the first field on the label. You can either type in the field name or use the PF1 key to select it. The screen should look similar to the following. A 7

158 Generating Mailing Labels Lbl: LABELSHD LABEL DEFINITION Rcrd: PRSMST...: : :...30 Label Fields: 6 LABEL FORMATTING Field Mask Line Justify Column 1 FIRSTNAME 1 LFT 1 DEFINE <PF1> select <PF2> help <PF4> finished Enter 10 X s for the Mask and accept the defaults for the Line, Justification, and Column. The result should be similar to the following. Lbl: LABELSHD LABEL DEFINITION Rcrd: PRSMST...: : :...30 XXXXXXXXXX Label Fields: 6 LABEL FORMATTING Field Mask Line Justify Column 1 FIRSTNAME XXXXXXXXXX 1 LFT 1 2 DEFINE <PF1> select <PF2> help <PF4> finished Notice that the mask has been placed in the correct position under the ruler for the first field in the label. Place the remaining fields for the label as indicated in the following table: Field Mask Line Jst Column LASTNAME X(15) 1 LFT 13 ADDR1 X(30) 2 LFT 1 CITY X(15), 3 LFT 1 STATE XX 3 LFT 18 ZIP RHT 30 Where X(15) means to enter a string of 15 X s. Note the addition of a comma in the CITY mask. A 8

159 Generating Mailing Labels The result should look similar to the following screen. Lbl: LABELSHD LABEL DEFINITION MODIFICATION Rcrd: PRSMST...: : :...30 XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXX, XX Label Fields: 6 LABEL FORMATTING Field Mask Line Justify Column 1 FIRSTNAME XXXXXXXXXX 1 LFT 1 2 LASTNAME XXXXXXXXXXXXXXX 1 LFT 13 3 ADDR1 XXXXXXXXXXXXXXX... 2 LFT 1 4 CITY XXXXXXXXXXXXXXX, 3 LFT 1 5 STATE XX 3 LFT 18 LABEL FORMAT MENU <PF3> cancel <PF4> finished ADD an Entry REVIEW the Entries CANCEL INSERT an Entry CLEAR all Entries FINISHED CHANGE an Entry DELETE an Entry When finished, press the PF4 key to bring up the [TOP] LABEL Menu as shown next. Lbl: LABELSHD LABEL DEFINITION MODIFICATION Rcrd: PRSMST...: : :...30 XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXX, XX Label Fields: 6 LABEL MENU [TOP] <PF3> cancel SELECT Label Fields FORMAT this Label CANCEL DEFINE Input/Calc Fields GENERATE this Label SAVE as QUALIFY Data Records MODIFY the Label Descriptor CATALOG SORT Label data CHANGE the Submit Parameters A 9

160 Generating Mailing Labels A.1.6 Generate the Labels Select the option to GENERATE the Label. The following OUTPUT PARAMETERS screen will appear. Lbl: LABELSHD LABEL GENERATION Rcrd: PRSMST O U T P U T P A R A M E T E R S 1. Output Specification : TERMINAL 2. Label Width : Characters per inch : 3. Label Length : 5 8. Left Margin : 4. Labels per row : 1 5. Gap Width : 4 9. Read Limit : 6. Gap Length : Qualify Limit : 11. Extract Display Inc : 500 MENU <PF3> cancel CONTINUE with Generate PRINT test label(s) CANCEL CHANGE an Output Parameter RETURN without printing This screen is similar to the OUTPUT PARAMETERS screen for RPW, but reflects the options for labels. Note the following parameters: # Parameter Explanation 1 Output Specification This may be set to TERMINAL, a text file name, or a printer queue. 2 Label Width Identifies the width, in the number of print columns, on a single label. 3 Label Length Identifies the length, in the number of print lines on a single label. 4 Labels per Row Identifies the number of labels to be printed across the page. Values are 1,2, or 3. 5 Gap Width Identifies the number of columns between a label and the next label immediately to the RIGHT of it. 6 Gap Length Identifies the number of lines between any label and the one immediately BELOW it. 7 Characters per Inch Values are 10, 12, or Left Margin The number of blank columns desired at the left of the page. The options at the bottom of the screen have the following function: A 10

161 Generating Mailing Labels Menu Option CONTINUE with Generate PRINT Test Label(s) CHANGE an Output Parameter RETURN Without Printing Use is used to begin the label generation process once the output parameters are set as desired. prints the masks for three labels, or sets of threes for multiple columns, showing the placement on a page. This test set can be printed on a page and used to check the alignment for the actual labels to be printed. allows you to change any of the parameter values on the above screen. returns you to the previous menu without printing the labels. For this lesson change the following parameters as follows: Let Labels per Row = 2, Gap Width = 8, and Left Margin = 4. Print Test Labels Then select the option to "PRINT Test Labels". Your screen should look similar to the following: XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXX, XX <<<<<<<<<< XXXXXXXXXXXXXXX, XX <<<<<<<<<< XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXX, XX <<<<<<<<<< XXXXXXXXXXXXXXX, XX <<<<<<<<<< XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXX, XX <<<<<<<<<< XXXXXXXXXXXXXXX, XX <<<<<<<<<< Selection limit reached prior to EOF. Continue with Generate Return to the OUTPUT Parameters Menu, and now select the option to "CONTINUE with Generate". Your screen should look similar to the following. WILLIAM A ANDERSON HAROLD H BUCHANAN 7506 S TRENTON CT 5041 S PINEWOOD WY MAPLEWOOD, CO LITTLETON, CO EILEEN N CONVEY JAMES N CUSHNER 6628 CLARKSON WY 6986 KENDALL BLVD DENVER, CO THORNTON, CO THOMAS R DAVIS TODD A FOSTER 5401 W CLINTON DR S CIMARRON RD THORNTON, CO LITTLETON, CO A 11

162 Generating Mailing Labels Note the spacing of the labels compared with the parameters that were set. If you want to print the labels three across the page, you might need to change the number of characters per inch to If you wish, you can also print the labels to a text file, and later view it or print it. You will probably note that there is a small problem with trailing spaces for several of the fields. There are means of trimming fields, but these will not be discussed here. A 12