HiFinance
4
SECTION 7.2.1.2.7 - SALESMAN ASCII EXPORT
USAGE: To export a file detailing
all or a subset of the information on the Salesman master-file. This export
file can then be used as input to other programs, such as Spreadsheets, Databases
and Word-processors. This gives you the flexibility to format reports, etc. in
ways not otherwise available in HiFinance.
The file will always be created in Salesman code
order.
DISCUSSION: Initially the screen is
cleared and you will be asked, INCLUDE ALL
SALESMEN?. If
you enter, Y all Salesmen records on
file will be sent to the export file and no further limit questions will be asked. (Go to the EXPORT FILE question.) If you press <ESC> you will be returned to the SALESMAN MENU. If you enter N, the following series of
questions will appear:
EXCLUDE DORMANT SALESMEN This option allows you to exclude any salesman that has
not had any sales in any of the sales periods. This allows you to keep the
salesman on file, eg because you wish to keep all the old customers on file,
while excluding them from the report.
FROM SALESMAN This is the lower limit of the Salesman code. Here
you enter the code of the first Salesman code you wish printed. The default
answer is blank. This will start printing from the start of the Salesman file.
TO SALESMAN This is the upper limit of the Salesman code. Here
you enter the code of the last Salesman you wish printed. The default answer is
zzz. This will end printing at the end of the
Salesman file. This entry must not be less than the starting Salesman code. If
you choose the default for both questions all Salesmen will be included.
At each point, when answering the above questions,
you can press <ESC> and the program will reset
and return you to the SALESMAN MENU.
Next you will be asked for the export file name and
options. A full explanation of the fields may be found in FORMATTING ASCII
EXPORT FIELDS (see SECTION B). If you are using
the export function for the first time, you are strongly encouraged to view
this section of the manual. To end this page, press <F10> or <Enter> past the last option. You
will next be presented the following screen:
This screen relates to the exact fields you wish to
export. The top of this screen displays the file name you will be exporting, as
a reminder. The centre portion of the screen displays the short name of each
field available for export. Next to this is a longer, more descriptive name
(which can be exported instead of the short-name). On the right-hand-side is
either a Y or N. If the field has a Y, the field will be included
in the export. If the field has an N, the field will not be
exported. You must choose at least one field to export. You may use the cursor
keys to view all fields, as you would in search screens. You can change the INCL column by moving the highlight bar to the relevant
field and entering a Y or N (or + or -). The bottom of the screen displays the number of fields you have
chosen and the total possible number of fields.
There are also function keys available for
manipulating FIELD NAMES:
<F1> This will only be available is the current field is
not being exported. Pressing <F1> will change INCL status to Y.
<F2> This will only be available is the current field is
being exported. Pressing <F2> will change INCL status to N.
<F4> This will return you to the FILE NAME and OPTIONS entry screen.
<F5> This will only be available if at least one of the
fields has been excluded from the export. Pressing this key will change all
fields to Y.
<F6> This will only be available if at least one of the
fields has been included in the export. Pressing this key will change all
fields to N.
<F8> This will restore the field choices to the state
that they were before you entered the program.
<F10> When you have finished choosing the fields you wish
exported, press <F10> to start the export
process. This option will not be available unless at least one field has been
chosen for export.
When you have entered all the above information,
press <F10> and you will be asked START FILE CREATION? If you answer N, the
program will reset and return you to the SALESMAN
MENU. If you enter Y, the screen will clear and
the Salesman master-file will be read in. During this time the computer will be
selecting account records according to the selection criteria you have just
entered will start writing the selected fields to the export file.
Like other reports, it is possible to stop the
export of the ASCII file by pressing <ESC>. However, the ASCII file
will have been created up to the point where you stopped it.
When the report has completed, HiFinance will return
you to the SALESMAN MENU.
