_______________________________________________________ Cursor Movements While in Help Left Arrow moves screen left. Right Arrow moves screen right. Up Arrow moves screen up one line. Down Arrow moves screen down one line. PgUp moves screen up one page. PgDn moves screen down one page. Home moves to top of file. End moves to end of file. Esc returns to the program. _______________________________________________________ AUTO BODY PLUS BODY SHOP MANAGEMENT SOFTWARE CONFIGURING YOUR BODY SHOP MODULE In order to configure the Body Shop Module you must first enter the name of your company. Select Option [8] Office Use (Company Name) from the Body Shop Menu. BUILDING YOUR BODY SHOP DATABASE Your first operation is to enter new RO'S. Select Option [1] Add New RO from the BODY SHOP MAIN MENU screen. You will be prompted to the Add New RO screen. At this point you will initiate all records into the Body Shop database by RO numbers. The Body Shop Program will keep your records in numeric sequence. Enter RO number 1 or enter one of your RO numbers and press . You will notice that your RO number will already be entered in the RO number field. Press and type in the customer information. Type in the customer's Insurance Company and the insurance information. You can type in the start balance that they owe and how much they owe for last month. Then you will be asked to type the balance for 60 days old, the balance for 90 days old, and then the balance for 90+. Only fill in the start balance, the rest is not necessary at this time unless the RO that you are putting in is over 30 days old. When the program does the Monthly Posting it will automatically put in the customer start balance and so forth. You will then be asked as to what terms you would like to define for the payments on each individual customer once they receive their invoice. This is how you define the amount of time they have to pay you once they have received your invoice in the mail. This time period starts from the day you print your invoices. Net 30 is a common practice to allow one month to pay for this particular invoice. If you do not wish to allow 30 days for them to pay, please edit this field to match your terms. If the body shop is in a dealership, you may want to put in this area what kind of ticket it is. For example: CUSTOMER, WARRANTY, INTERNAL, A.CONVOY. You will Page 1 then be asked to enter the next customer number. You will notice that the program already has the next RO number for you. Use this number or simply enter a new RO until you have entered everyone who owes you money; be it one record to as many as you have on your books. Once you are through adding all of the customers enter [0] and press . You will be back to the Body Shop Main Menu. A NOTE ABOUT RE-INDEXING If at sometime you can't find a record but you know it's there try re-indexing the database. The software does not index the databases all the time, this saves time. You will only run into this when you have put in a lot of data at one time. So be sure and re-index after putting in a lot of data. For this Body Shop Module go to Option [F4] on the Body Shop Main Screen. This will re-index your entire database. ENTERING PARTS Now select Option [2] Enter Parts. In order to enter parts you will have to enter the RO number or their Last Name. If you the customer's Last Name you will be shown all the customers with the same last names and their addresses. Choose the RO number for the entry you are looking for. After you have entered in all the data press and you will be prompted back to enter a RO number or Last Name Screen. If you are not sure of the spelling for the last name just enter in the first letter. The program will list all of the RO's that have that letter. You then choose the RO number. If you are through posting all the parts for the RO's, all you have to do is press to exit. ENTERING LABOR Now select Option [3] Enter Labor. In order to enter Labor you will have to enter the RO number or their Last Name. You will then be shown all the customers with the same last names and their addresses. Choose the RO number for the entry you are looking for. After you have entered in all the data press and you will be prompted back to enter a RO number or Last Name Screen. If you are through posting all the labor for the RO, all you have to do is press to exit. ENTERING PAYMENTS Now select Option [3] Enter Payments. Use this option to enter all monies that people have paid on their account to you. Enter the Last Name of the customer or the RO number and press . Once you have entered the Payments Screen and verified the particular record number, name and address for the customer that you have defined; press and you will be forwarded to the Enter New Payments Screen. As you will notice the Customer Number, Name, and Address are already defined for you and you are asked to verify the Date. Now type in their Check Number. The next field you will encounter will be the DESCRIPTION. It will automatically say PAYMENT. Page 2 You can change this to reflect what ever is needed. Then type in the amount of their payment. Pressing will automatically return you to the Enter New Payment Screen and you will be prompted to enter a new RO number or Last Name. When you are through entering all the payments that you have received for the month from your customers just press and you will be prompted back to the BODY SHOP Main Menu Screen. BODY SHOP REPORT OPTIONS Select Option [5] Print RO or Do Monthly Billing from the BODY SHOP Main Menu. This has all of your reports for this program. Now select Option [1] Print Monthly Statements. You will be prompted to the Monthly Bill screen upon issuance of the command. You will be asked to prepare the printer and press any key to proceed. If you would like to exit at this point press the letter [X], otherwise the computer will start printing all known prepared Invoices and Billing for the month automatically. As soon as the computer has finished printing your Monthly Billing you will return to the Print Menu. Press [6] and return to the Main Menu and press [7] to perform the Monthly Posting. Only use this option when you are ready to do the End Of The Month. MONTHLY POSITING At this point you are ready to initiate the Monthly Posting in order to post all the payments and charges. Be sure you have done all the billing before proceeding with this program. All payments and adjustments should have been entered before using this option. ENTER PASSWORD TO PROCEED:________________ (THE PASSWORD IS:"BODYSHOP") After the posting procedure is complete you will be prompted to use Option [5] from the Main Menu. At this point you may wish to print all the current Monthly Summary and Aging Reports for the total monthly computations involved in the Body Shop Module. MONTHLY ACTIVITY SUMMARIES At the Body Shop Main Menu press Option [5] Print Reports. Now you can print all of the Monthly Account Summaries by selecting Option [2] from the BODY SHOP Print Menu Screen. You will then be asked if you wish to send it to the Printer, to the Screen, or to Quit this operation completely. If you do not have a printer, you will be allowed to scroll the report across the screen to check your results. After you have made sure that your printer is ready, go ahead and press any key and it will start printing the Monthly Activity Summary for all current Accounts. The Monthly Activity Summary will show you all of the customer's starting balances, charges, current payments, and their last posted dates. This report will tell you whether you need to edit, and correct any problems, or delete certain records before the next billing cycle. Page 3 PRINTING MONTHLY AGING REPORTS At the BODY SHOP Print Menu you would select Option [3] Print Aging Reports. Again you will be asked to send the report to the Printer, to the Screen or to Quit. At that point press any key and you will get an Aging Report Status of all records in the Body Shop Accounts Receivable after they have been posted for the month. DUPLICATE INVOICING If you wish select Option [4] Do a Quick Look-Up of the Current Status. You will be asked whether you want a Customer Ticket or a Cost Invoice (Shop use only). Then enter the RO number or their Last Name in order to check their records. This Look-Up Mode allows you to print a Customer Monthly Statement or Bill To Date before the end of the Month Posting. It allows you to print duplicate statements, without destroying the audit trails. You will be asked whether you would like to send the statement to the printer or if you wish you can view it on the screen. After you print a duplicate invoice, press and you will be returned back to the BODY SHOP Print Menu. REVIEWING CUSTOMER RECORDS FOR THE MONTH Select Option [5] Review History. You will notice you can search for the RO Net Profit and the RO Net Labor History. You can also search by Dates. Select Option [1] and you will be prompted to enter a RO number. Enter the RO number for the records you have defined and send the Report to the Printer or to the Screen. The program will then list all the recorded transactions for that RO. You will then return to the BODY SHOP Print Menu Screen. Select Option [2] Net Labor Profit and send the Report to the Printer or to the Screen. Option [3] from the BODY SHOP History Menu will allow you to search by entering a specific date. The Body Shop Program will then go in and locate all of the transactions for payments, adjustments, and product code for that particular date. EDITING THE RO At this point you can Edited all the RO files, Current Charges, and Current Payments. This is true whether or not the month has been posted and set up for a new billing cycle. At this time select Option [1] Edit a RO File. In order to edit the customer file you need to enter the RO number or their Last Name. Notice it looks exactly like Add New RO. At this point you can Edit any information in the record, Delete, Undelete, Pack, or Quit and Save the Record. PACKING THE DATABASE As you edit the records in the Body Shop you may find that you need to eliminate a record. By marking a record for deletion, you are asked if you wish to Pack the database at that time. It is not necessary to Pack the database after marking each record. One can mark several records before packing the database to eliminate Page 4 unwanted records. Please be sure to Pack the Database after marking the ones you want to get rid of. Then check by using the Monthly Activity Summary to verify that you have corrected your Body Shop records. You can also use the SCAN MODE from the BODY SHOP Main Menu to Verify that you have corrected the database. You can edit the Labor, Parts, and Payments in the same manner. DELETING ALL RECORDS IN THE BODY SHOP To delete all records in the Body Shop Module you must select Option [5] DELETE ALL RECORDS from the Edit Menu. This will destroy all records in the entire BODY SHOP system. ENTER PASSWORD TO PROCEED:________________ (THE PASSWORD IS:"BODYSHOP") This concludes the first part of the AUTO BODY PLUS PROGRAM. If you wish to Exit at this time press the number [9] Exit the System. To begin the program again type BODYSHOP at the DOS prompt. Following is a list of the Function Keys of this program. FUNCTION KEY COMMANDS [F1] HELP (This is the manual for AUTO BODY PLUS) [F2] SCAN (This is another way to VIEW, EDIT, DELETE, ADD, and PACK the DBF files in this program) [F3] GENERATORS (List, Display, Report, Sum, and Average Generators) [F4] RE-INDEX (This will re-index the databases) [F5] JOB ESTIMATOR (This is for printing Estimates for your customers or for printing a Supplement bill for the Ins. Co.) [F6] INSTALLATION (This is for setting up the program to work on the hard drive or on floppies) [F7] SETUP FLOPPY (This is for making the data disk to use with the program. This is only if you want to use the program on the floppy disk drives) [F8] ARCHIVE DATA (Not installed at this time) [F9] MAKE LABELS (Not installed at this time) [F10] WRITE LETTERS (Not installed at this time) JOB ESTIMATOR Now press the [F5] Function key for JOB ESTIMATOR. This will take you to the Main Screen for the Estimator. START BIDS Now press the letter [A] Start Bids. This works exactly like Adding an RO in the BODY SHOP Main Menu Screen. You must first give a number for the estimate. Then fill in all of the customer information. The Estimator keeps your records in numeric order. Every time you enter a New Estimate the number you started with will increase by 1. Page 5 ADD PARTS Now press the letter [B] Add Parts. This works exactly like Adding Parts in the BODY SHOP Main Menu Screen. You will have to enter the Estimate number or the Last Name of the customer in order to Add Parts to the Estimate. ADD LABOR Now press the letter [C] Add Labor. This works exactly like Adding Labor in the BODY SHOP Main Menu Screen. You will have to enter the Estimate number or the Last Name of the customer in order to Add Labor to the Estimate. EDIT BIDS, PARTS, AND LABOR Now press the letter [D] Edit Bids. This works exactly like Editing RO'S in the BODY SHOP Main Menu Screen. You will have to enter in the Estimate number or the Last Name of the customer in order to Edit their information. You can press the letters [E] Edit Parts, [F] Edit Labor when you want to Edit this data. PRINTING BIDS Now press the letter [G] Print Bids. This will print the Estimates to the Printer or to the Screen. Then you can give the customer a copy or send a copy to the Insurance Co. STATUS OF BIDS Now press the letter [H] Status. This will give you several Status Reports on the estimates you have put in to the program. These reports will print either to the Screen or to the Printer. Press the number [1] Bid Net Profit. Type in the Bid number of your choice. AUTO BODY PLUS will give you the Net Profit you would make on this job. The program will also give you a total at the bottom of the screen. Press any key to return to the menu. Now press the number [2] Bid Net Profit. This will show you how well your crew is doing in the shop. Press the number [3] Search By Dates. This will give you all of the bids between two dates. The program will show you your net profit on all of the information. Press the number [4] List All Bids On Record. This will list all the estimates that you have to date. Press the number [5] Return to Main Menu. This will take you back to the Main Menu Screen of the Job Estimator. Now press the letter [Q] Quit. You will be back in the Auto Body Plus Main Menu Screen. This concludes the Job Estimator. Page 6 REPORT, SUM, AVERAGE AND LIST GENERATORS INTRODUCTION The P.C. Sales REPORT, and LIST GENERATORS is a complete Free Form Style User Definable Module. If you have bought an integrated package such as ACCOUNT+PLUS, these GENERATORS will be in the program. This module is broken into four sections: Section 1 includes the LIST GENERATOR, Section 2 includes the REPORT GENERATOR, Section 3 & 4 needs little explanation. Account + Plus program the Label Generator is not included. The Label Generator only comes with Data + Plus, PC Sales Database program. Each of these Generators utilizes separate routines and procedures in order to operate them efficiently. If you encounter problems operating any one of the three modules check to see that you have completed each step correctly, then check to see that you have defined the proper database fields in your REPORT or LIST GENERATOR search routines. The List Option does not use a particular report form as used in the Report Generator. It uses a box to list all of the fields you want to print to the screen or to the printer and a command line for entering the search conditions. It will output information in COLUMN form with the record # on the left and the field_names as a header. The following sections will list all the procedures required to operate the Report Generator, and List Generator Options in this module. Be sure and check to see that you have completed each procedure before trying to output from the computer for the particular option you are using. Be sure to use the proper database file when using the Report Generator for your output. Press the letter [H] from the Main Menu Screen. Upon entering the Report, and List Generator, you will have to select a database to use. You can select any options by pressing the letter in front of each one or by moving the light bar down. Use the up or down arrows keys to move the light bar. press when you are on the option you want. CHOOSING GENERATOR OPTION Press the letter [C] and you would be able to create or modify a report form. The following procedures must be followed in order to run the Report Generator Option properly. Page 7 STEP 1. You must have a defined report form with the proper field name definitions for a particular database. STEP 2. Once you have a properly defined report form you must be sure that you select the proper database for which the fields in this form were used. STEP 3. You must define the proper Search Criteria in order to set the search and to place limits on only the records that you desire the Report Generator to use in forming your output. CREATE NEW REPORTS OR MODIFY AN EXISTING ONE Before you can create a report form; you could use option [A] List. Select a database. You will be in the search screen. Some of the information you need to know to create or modify a report is there. Select the field box selection and write down the FIELD NAMES. But on some of the fields you would not know what type field they are. For instance (CHARACTER; DATE; NUMERIC) their (LENGTH) and (DECIMALS) if any. Of course if you own Data+Plus, choose the create mode and ask to list the structure of the database. Otherwise you could go to the Scan Mode and look at that database and you will be able to figure out what type field it is, and its' length and so on. Press [C] for the Create New Report. A box will appear type the� name you want to give the report, be sure not to use a name the program uses; or you will be modifying an existing report. By pressing [M] you will see a display all the defined reports that are present at this time for the module of P.C. SALES software that you are operating. You are then asked to select the Report Name by moving up or down, or pressing the first letter of the name of the report; then press . Note that if you have trouble defining your report form, just press the [F1] function key and the Help Menu will appear. The Page Heading Screen is where you list the heading or name of your report that you would like centered at the top of the page when printed on your report form. You are allowed four lines to create the heading for your report. You then must define the report page width, margins, lines per page, and the options of how you would like your report spaced and pages of ejections. After you have entered the heading for your report form, press four times you will be asked to define the page width, which is determined by the size of the printer you are using, be it 80 or 132 or you may define a wider page if you can use the compressed mode print option on your printer. Then set the margins and the lines per page and answer the remaining questions by pressing after each one. The plain page option is used when you prefer not to have a page number, or date. It's also handy in combining two reports together. Answer Y/N to this and you will be prompted to the group subtotal screen of the PC Sales Report Generator. Page 8 You can use a subtotaling option on any field in your report. If you would like to group a subtotal to tell you how many records there are in the report you may define a particular field name and the Report Generator will count the number of records printed on the report and total the particular field as a subtotal. The reason for using group subtotals, would be to group certain kinds of records together by either a department type of name, address, city, zip, and have those particular records that all meet the search criteria grouped as a subtotal. The groups of records when all combined in the overall free form search will give you a final total. This is called a SUMMARY REPORT FORM. You do not have to use this option in order to make the Report Generator define reports using free form search criteria. If you do not wish to use this option, press [PgDn] and you will be brought to the Field content screen. In the highlighted area of your FIELD CONTENT screen you are asked to define the contents for a particular field name in your report. This is where a Field Name that is in the database goes. Next if the field is Numeric and you want the column to have totals you would answer [Y]es; also the number of decimals. Then you will be asked for a Header; example Field Name=LNAME so the appropriate Header would be Last Name. Press four times and you will be asked for a width to give this field. *****Note a column width should equal at least the minimum amount of width used for each field name. The width may equal a greater number and if so the header will be centered accordingly over each column output. After you have defined the width for this column press and you will be prompted to enter the information to define your next field column. The screen will be exactly the same. Note that you will be prompted to enter each field and its header and define the particular type of field name and width and decimal formats for each column on your report. The width area at the bottom of each field screen when totaled together may not equal more than the width of your entire report. The total report width divided by each field width is the number of screens you must go through before you get to the final field screen. You can also combine fields for Example: FNAME+LNAME You must increase the width to accommodate the first name and last name. You will notice that the extra spaces contained in the names will not allow them to join smoothly. " JOHN DOE " By using the command "TRIM" like this: TRIM(FNAME)+' '+LNAME Will Yield this: "JOHN DOE" The ' ' is to add a space between the two names, or it could have easily been a comma ',' for the punctuation necessary between the Fields CITY and STATE. Page 9 You can also MULTIPLY OR DIVIDE FIELDS: Example: QTY*COST OR COST/QTY Upon reaching the final field screen and filling out the proper information for the field. Press and you will be asked to Save Changes and Exit. You may press again and it will not save any of the defined report form that you just entered or answer [Y]ES if you want to save your report form. Upon leaving the Report Generator you will be at the Main Menu of the Report, List Generators. Press the letter [B] REPORTING. This will allow you to run the report that you have just created for the database. RUNNING THE REPORT GENERATOR The next screen that appears will list all the database files for your particular P.C. SALES software module. You will then select the database file holding the particular records that you would like to run a report on. The next screen that appears will list all the reports that you have to date regardless of which database they are related to. Be sure that you choose the correct Report form to match the database that you have just defined. Select the Report form name. QUERY COMMAND DEFINITION The next screen that appears will be the Free Form Criteria Entry screen. The purpose of the Free Form Criteria screen is to allow you to define the parameters of the search in order to group a particular set of files together in the database file. This option works exactly like the free form search criteria located in each module of P.C. SALES software. This is the area that you use to define your search using proper query command language. You must define the proper field name(s), give its relational symbol and the particular value of the search you are trying to define. In the command area be sure to use the proper search criteria and logical linking elements. These elements are (.AND.) (.OR.). Use these logical linking elements to create multiple search criteria commands. If you need more help than this, there is a help screen by pressing the letter [H]elp. When you have finally defined the proper query commands, the Report Generator will search the database and print the report form that you have defined. At this point you will be able to issue the "More" command option by pressing [M], and then pressing [1] Begin Search. The command line then asks you, [P]rinter, [S]creen, [F]ile, [M]ore Commands. If you would like to send the report to your printer, be sure you have paper and the printer connected. If you would like to save paper and check to make sure that this is exactly the report you desire, issue the [S] Page 10 command and your computer will actually type out the report on your computer screen. If you choose the screen option you may stop the screen scrolling by pressing the key. When finished printing to the screen hit any key to return to the command line. If you would like to have it sent to the printer all you have to do press [M], then press [l], and then send the report to the printer by pressing [P]. At this point you are prompted to ready the printer and hit any key to start printing. After your printer is finished you will be prompted to hit any key and you will be brought back to the to the command line. When you are through running your reports select Option [Q] Quit. This will take you back to the Main Selection Menu of the Report, List Generators. This concludes the Report Generator section of the P.C. SALES program. In the next section we will discuss the List Generator option. LIST GENERATOR SECTION To choose the List Generator section of your P.C. SALES Report and List Generators select Option [A] from the Main Selection Menu. The process that you will use will be similar to the Report Generator in that you must define the database file to use in order to define a search. At this point you will select a database file to use. The Change Database File screen will tell you all the DBF files that you have to select from in your P.C. SALES software program. Select the database file by pressing the . The next screen that will appear on your computer will be the List Generator Screen. This screen is similar to the one used in the Report Generator except for the field selection. The command line at the bottom of the screen is used to setup the search criteria for the List Generator. The highlighted box is for entering the field name(s) that you want listed to the screen or to the printer. The List Generator will list your information to the screen, printer, or to text file. The Generator will also show the record number of the information that you have asked for. The last command line in the highlighted area will be used to define the actual free form search criteria using the proper query command. To set it up press [F] to select the fields you want. Then press [E] to set up the search line. Example: Command List FNAME, INITIAL, LNAME, DEPT <-Field List SSNO = "354-17-2378" <-Search Line Page 11 The command line establishes the search. When the lister prints to the screen or printer the number in the far left hand side is the actual record number in the database. After defining the proper field name and the proper query command search criteria. Now select the "MORE" command option by pressing [M], and then press [1] Begin Search. You are then asked whether you want the output sent to the printer or to the screen. Select the option by pressing the proper key, [P] for printer and [S] for screen. There is a help screen in the List Generator. By pressing the letter [H] for help you will see a help screen appear on your computer. REPORT & LIST GENERATOR ----------------------- In order to use the following Free Form Reports you must be sure and choose the matching DATABASE STORAGE FILE or DBF where the proper fields reside. Remember when creating your own Reports to write them on this Report Listing Sheet with the proper DBF you originated it from. FREE FORM CRITERIA Suppose you need to find all the records of companies you do business with in Atlanta or those who haven't made a purchase from you in six months, or those with whom you have appointments with next week, or any of the innumerable conditions you might ask for. The Searches you ask for will depend on your own requirements and the information you have stored in your database. The possibilities are endless; we can't spell out every Search Criteria. Instead, we will describe the basic rules for writing Search Criteria, and give you some examples so that you can make up your own. Each search criterion consists of three parts: FIELD NAME, RELATIONAL SYMBOL and a VALUE. In the criterion CITY = "Dallas" the Field Name is CITY, the Relational Symbol is =, and the Value is Dallas. CITY = "DALLAS" * * * * * * * * * Field Name Relational Symbol Value Page 12 FIELD NAMES You have already learned that a Field Name identifies one field. These are some of the Field Names that belong to the INVENTORY MASTER database in P.C. SALES ACCOUNTING PROGRAM: NAME TYPE LEN DEC ________________________________________________ PART_NO C 20 0 TITLE C 30 0 QTY N 8 0 UNIT_MEAS C 8 0 COST N 12 2 VALUE You have learned that the word "data" refers to the information contained in a field of a record. The Value of relational searching for the data in the records is that you enter a Value that can narrow down the search for the records you wish. Keep in mind that the Value you enter should make sense for the particular database you are using. For example, it makes sense to enter STATE="TX", but it doesn't make sense to enter STATE="60657". QUERY LANGUAGE COMMANDS Proper "QUERY LANGUAGE COMMANDS" consists of two basic concepts: l.) List the Field Names. 2.) Construct a proper Search Criteria Line. THE RELATIONAL SYMBOLS Relational Symbol Definition = The equal symbol is to establish a search that equals a particular value. STATE = "TX" > The greater than symbol is to establish a search that is greater than a particular value. PART_NO > "100" < The less than symbol is to establish a search that is less than a particular value. PART_NO < "100" >= The greater than and equal to symbol is to establish a search that is greater than and equal to a particular value. COST >= 100.00 <= The less than and equal to symbol is to establish a search that is less than and equal to a particular value. COST <= 100.00 Page 13 USING FREE FORM SEARCH CRITERIA TO LOOK AT RECORDS The Report Generator uses (.AND.) & (.OR.) to link several QUERY LANGUAGE COMMANDS into one big command. GROUPING MULTIPLE SEARCH CRITERIA Search criteria that checks several fields are obviously more complicated than criteria that checks one field. When using the words (.AND.)--(.OR.) as a part of the value in your search criteria for a Customer that lives in Dallas, Tx and has the Title of Sales. You could define the search as CITY = "DALLAS" .AND. POSITION = "SALES". If no record can be found, you don't have a Customer in Dallas who is in a Sales position. Here are several more examples of how you might use Multiple Search Criteria with the CUSTOMER database from the Accounts Receivables: * To search for the records of all Customers in Dallas or Tyler you would: Enter: CITY = "DALLAS" .OR. CITY = "TYLER" * To select the records of all the Accounting people whose Last Name is in the last half of the alphabet and reside in Tx, you would enter: STATE = "TX" .AND. TITLE = "ACCOUNTANT" .AND. LNAME > "L" You can enter as much criteria as you want, as long as the number of characters and spaces you type is not more than one full line of text in the command area on your screen. The search can be linked together either by the word (.AND.)--(.OR.) The following sections describe in more detail how to use (.AND.)-- (.OR.). When you type the word (.AND.) between two search criteria, you are looking for all records that pass both searches. For example, when you entered: CITY = "DALLAS" .AND. TITLE = "ACCOUNTANT" .AND. LNAME > "M" When you type the word (.OR.) between two Search Criteria, you are looking for all records that pass either the first search or the second search. For example, if you enter CITY = "DUNCAN" .OR. CITY = "TUCSON", you are asking to look at the first record in the database that the City = "DUNCAN". If the record doesn't exist then it will look for the City = "TUCSON". The result will be a list of all the records in the database which have cities of Duncan or Tucson. If it doesn't pass either one the search will terminate. COUNTING THE RECORDS THAT MEET YOUR CRITERIA In many situations you will want to count the number of records that meet certain search criteria. The hard way to do this would be to look at each record and count them as you go. This is a slow and impractical, especially when you have a large database. The quick way to find the total is to ask the Report Generator when defining the report form to total the column. Page 14 A SUMMARY: RULES FOR WRITING SEARCH CRITERIA You should follow these rules whenever you enter search criteria: 1. Include a Field Name, then a Relational Symbol, then a Value. A. Choose from among these Relational Symbols: = (equal to), > (greater than), < (less than) >= (greater than and equal to), <= (less than and equal to) 2. Search criteria can consist of one search criterion or more. A. Connect Multiple Search Criteria with: (.AND.)--(.OR.) 3. Search Criteria can consist of one full line of text. REPORT LISTING SHEET REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ REPORT NAME:______________________DATABASE NAME:______________________ Page 15 BODY SHOP MODULE -------------------------- T R E E S H E E T BODYSHOP DBF ARSUMM FRM CHARGES DBF AGING FRM LABOR DBF CODEHIST FRM PAYMENTS DBF CUSHIST1 FRM BILLHIST DBF CUSHIST2 FRM LABRHIST DBF CUSHIST3 FRM PAYHIST DBF DATHIST1 FRM SETUP DBF DATHIST2 FRM BILLABOR DBF DATHIST3 FRM BILLPART DBF JOBLIST FRM BILLPAY DBF JOBHIST1 FRM JOBLABOR DBF JOBHIST2 FRM JOB DBF JDATHIS1 FRM PARTS DBF JDATHIS2 FRM JOLAHIST DBF JOPAHIST DBF Page 16 Press to return to the BODY SHOP Main Menu