Data Entry
This is the primary function of the package. The uniqueness of this package is its speed and flexibility in allowing the user to opt for either Browse Mode or Form Mode. User can even switch between Form Mode and Browse mode as and when required without sacrificing efficiency or reliability.
One important feature that user should remember here is, it is presumed that, the last (latest) set of records are of primary importance. Hence, whenever a user chooses any of the option it always starts from the last record entered instead of the first record. Powerful text editor like facilities is provided for the user to traverse across the records. The following are the sub-options that are provided under the main Data Entry option:
- Create/Update existing data
- Inquire existing dataWhen any one of the option under this is chosen the program displays a pop-up menu indicating whether the user is interested in using Browse Mode or Form Mode. The screen for the same is shown below:
Depending upon the type opted by the user the program gets into specified mode and respective type of menu is displayed.
The record is automatically saved to file whenever the cursor is positioned to next row after the current row entry.
For e.g. When user enters the record, if the cursor is in the last column(field) of the row(record) and if (s)he presses enter key, the record gets automatically saved to file. Delete can be used for marking or unmarking a record for delete or undelete operation respectively. The marked records are actually deleted from file only when the data entry screen is closed.
Under this option fresh entries can be created or old entries can be updated. Choosing this option actually implies that the user is opting for the combined option of Record Creation, Record Updation, Record Inquiry and Record deletion. When fresh records are being created validation is concurrently performed. The program is designed in such a way that no numeric values can be entered under Alphabetic fields and no Alphabetic characters can be introduced while entering Numeric fields. Date validation is performed while Creating/Updating the date field.
Field Validation: The field validation takes place when data is being created. The type of characters allowed is as follows:
Type A - A to Z, a to z, ", ', ! And ?
Type G - A to Z, a to z, 0 - 9 and any special characters
Type N - 0 - 9, '-', and '+'
Type D - 0 - 9
Date Validation: Validation is performed for all possible combination of date inputs. However it should be noted that, the lowest possible year could be entered is the base year. Hence if the base year is set as 1980 (80 in case of two bytes) the least possible year that can be entered is only 80. This has been done in order to take care of Export option at a later stage. Under Export if the year falls below the base year it is taken in to next Century (i.e. Year 2000 + Yy).
There are instances where user is in need of entering values of two digits with some values being a component of base year 2000 and some being component of base year 1900. For example 01 to 59 should be treated as 2000 + Yy and 60 to 99 should be treated as 1900 + Yy. This has occurred due to historical reason of setting the year field to 2 bytes. There is solution under this package even for this problem. User can safely set year field as two bytes while entering the data and later under the Export option this anomaly can be corrected by fixing the output date field with four character year and choosing the base year as 1960.
This allows the user to have a look at the entered records. Only arrow keys are allowed here to move around the screen or records.
2.1 Padding:The padding for alphabetic and alphanumeric fields is always spaces and in the case of numeric it is always zeroes (0). Padding character are automatically inserted at the beginning or at the end as specified. The padding for numeric is always at the higher order character (Starting from left to right). If decimal is mentioned the padding for decimal portion is from right to left.
Data Entry Description:The following sections provide description for each type of data that can be entered and also behavior of the program with respect to special editing options like Justified, Duplicate and Mandatory entry.
Alphanumeric field:Alphanumeric field which is specified through the character 'G' under Field Information can consist of any alpha numeric field including special character. Some of the example for Alphanumeric codes are Item-Code under inventory control, Department Code and pay-roll etc.,.
Alphabetic Field:Alphabetic field that is specified through the character 'A', under field information can consist of any alphabetic character either in Capital or Small (A-Z & a-z). Special characters are accepted under this field. If any other character is entered under this field the character will not be accepted indicating that it is an illegal character. Best example for a alphabetic field is individuals name itself.
Numeric Field:The numeric field that is specified through the character 'N' under field information can consist of any digit from 0-9 and only the other characters that are accepted will be decimal (.), Plus (+) and Minus (-). The entry of numeric fields can be broadly classified into following categories for keying-in.
· Field without decimal and sign.
· Field consisting of decimal and without sign
· Field consisting of both decimal and sign
· Field consisting of sign and without decimalThe following paragraphs explains each of the above mentioned data entry procedures:
Field without decimal and sign: In this case any numeric value is accepted. When the user enters this field the cursor will be positioned at the end of the field and as and when entered the last digit entered will move to higher order position.
0045767891 |
In the above example the size of numeric field is 10 character and data that is entered is 45767891 the higher order is padded with zeroes
Field consisting of decimal and without sign: In this case all numeric characters are accepted including the decimal. Two type of entries takes place when data is being entered. When the cursor is positioned before decimal it will behave exactly similar to that of numeric field without decimals and after decimal it traverses from left to right. The cursor will automatically move into decimal part if the complete characteristic part is filled otherwise user has to key-in decimal (.) character to get into decimal part.
000457678.91 |
Note: If the field size is defined as 10 with decimal digits as 2 the length of the field under OdEan will still remain 10 only. The 11 characters that are visible is for proper data entry purposes only. Under the file while storing it will still be 10 characters.
Field Consisting of both decimal and sign: This field can again be two types the first one being sign embedded and the second one being sign separate. In either case it behaves in the same manner as that of pervious two and also accepting the sign. The default sign is always positive. The example displayed below stands for signed leading.
+00457678.91 |
Field consisting of sign and without decimal: The entry of data under this field is exactly similar to the first one except that it also accepts the sign as explained above under the singed field information.
Date Field: The details for date field information are already explained under Field Information. Here only numeric characters are accepted and whenever there is a date separator character it is automatically skipped while moving within the date field.
Duplicate Entry: Description of field duplication is already explained under the chapter Field Information. When duplicate entry is specified for the very first record it allows the user to enter the data. From second record onwards it behaves in the following manner. Data entered under the first record.
EDPSEC01 |
When second record is being entered and user enters this field, contents of the field is displayed again which is replica of the previous record.
Record 1
EDPSEC01 |
Record 2
EDPSEC01 |
At this juncture if user enters a
the same information is retained and cursor moves to the next field. Assume that user modifies it, by moving to the last column under the field, changing from 1 to 2 and goes ahead to complete the entry of full record, then the field with duplicate option will consist of data as depicted below: Record2
EDPSEC02 |
When third record is being entered the contents of the screen will be as follows:
Record1 | EDPSEC01 |
Record2 | EDPSEC02 |
Record3 | EDPSEC02 |
This generally improves the efficiency of the operator many-folds since number of keystrokes will be drastically reduced for the data entry operator.
Justified: Justification is always left for alphanumeric fields by default. Hence for normal alphanumeric field if the length of field is of 30 characters and data entered is Richard Dave it will be visible as follows:
Richard Deve |
If the same information is entered with Right justified it will be visible as follows:
Richard Deve |
Mandatory Entry: Mandatory entry helps in seeing that there is no empty information while entering the data. Hence, when this option is enabled during the data entry if user tries to get into the next field without entering any data under the field, it remains in the same place without allowing the user to move into the next field.
Search
This option provides a facility for listing the Records according to Search Type & Search Value in a specified file.Two types of search options are provided.
Field Search
Record Search