FILE DESCRIPTIONS AN IMPORTANT NOTE: Before you start using this section, we first need to discuss the three different types of "fields" in your files and listed in the "File Descriptions" section of the manual, in other words the three "types" of information" you keep on the system. They are: (1) "Character" Fields (2) "Numeric" Fields (3) "Date" Fields "Character" fields refers to an information area, such as "System Number", in which you may enter characters or numbers or symbols (ie. $ or %). Now, if you or I heard that something was a "character" field, we would think that it meant only the letters "A" through "Z", the alphabet, could be keyed in that field. But computers work a little differently. A "Character" (or "Alphanumeric" as its known to programmers) field means you can type anything you want. As a result, a system number can be entered not just as "ABCD" but also as "AB234" or even "AB#345%" if you wanted. Other examples where you may combine numbers, characters and symbols in a "character" field include a street address or phone number. And you may even have a "character" field of "Zip Code" that contains just numbers. "Numeric" fields are a little more straight-forward. They contain only numbers, and cannot contain any characters or symbols, other than a "." used as a decimal place. In addition, these fields contain numbers that are used in calculations. That's why "Purchase Cost" is a "numeric" field, and "Zip Code" is not. Because "Purchase Cost" is used to calculate the monthly depreciation entries, and is totaled and/or manipulated in other ways in several different reports. On the other hand, "Zip Code" is just displayed or printed for informational purposes. You won't find many reports anywhere that literally add up two zip codes and print the total. "Date" fields are even more basic. They contain calendar dates, which are entered with numbers in Month-Day-Year (MM/DD/YY) fashion when you key them in. So, if the field "Purchase Date" is a "Date" field, and the purchase date was February 1st of 1986, then "02/01/86" would be the entry. 1) COMPUTER HARDWARE INVENTORY (IHVENT) 2) COMPUTER SOFTWARE INVENTORY (ISVENT) (THE FOLLOWING FILE LAYOUTS APPLIES TO ALL OF THE ABOVE FILES) DATA NAME DESCRIPTION TYPE LENGTH DECIMALS ---------- ----------------------------------- ---------- ------ -------- SYSTEM_NO SYSTEM NUMBER CHARACTERS 10 PROD_NAME PRODUCT NAME CHARACTERS 25 DESCRIPT PRODUCT DESCRIPTION CHARACTERS 60 SERIAL_NUM SERIAL NUMBER CHARACTERS 15 MFG MANUFACTURER CHARACTERS 25 VENDOR VENDOR CHARACTERS 25 PURCH_DATE DATE OF PURCHASE MM/DD/YY 8 PURCH_COST PURCHASE COST NUMBERS 10 2 CURR_VALUE CURRENT VALUE AFTER DEPRECIATION NUMBERS 10 2 BUDG_CODE BUDGET CODE NUMBER CHARACTERS 15 FA_NO FIXED ASSET NUMBER CHARACTERS 15 SL? STRIGHT-LINE METHOD USED? Y OR N 1 REC_PER TOTAL NO. OF ACCT. PERIODS (IE. 48) NUMBERS 5 SAL_VALUE SALVALE OR RESIDUAL VALUE NUMBERS 10 2 DEP_AMT TOTAL DEPRECIATION AMOUNT NUMBERS 10 2 YRS_TAKEN YEARS TAKEN SO FAR NUMBERS 5 PER_TAKEN PERIODS TAKEN IN THE CURRENT YEAR NUMBERS 5 DEP_TAKEN DEPRECIATION TAKEN SO FAR NUMBERS 10 2 ACRS? ACRS METHOD USED? Y OR N 1 AREC_PER TOTAL NO. OF ACCT. YEARS (3 OR 5) NUMBERS 5 AYRS_TAKEN YEARS TAKEN SO FAR NUMBERS 5 APER_TAKEN PERIODS TAKEN IN THE CURRENT YEAR NUMBERS 5 ADEP_TAKEN DEPRECIATION TAKEN SO FAR NUMBERS 10 2 AREAL_EST DOES THIS USE REAL ESTATE TABLE NUMBERS 10 2 ADEP_PER IF SO, ENTER THE AMOUNT EACH PERIOD NUMBERS 10 2 LEASE IS IT LEASED? (Y OR N) CHARACTERS 1 LEASE_AMT LEASE PAYMENT AMOUNT NUMBERS 10 2 LEASE_PER LEASE PAYMENT PERIOD (IE. MONTHLY) CHARACTERS 10 LSTART DATE LEASE STARTED MM/DD/YY 8 LEXPIRE DATE LEASE ENDS MM/DD/YY 8 DEPT_CODE DEPARTMENT CODE CHARACTERS 10 DEPT_NAME DEPARTMENT NAME CHARACTERS 25 CATEGORY CATEGORY (IE. MONITORS) CHARACTERS 20 LOCATION ITEM'S PHYSICAL LOCATION CHARACTERS 30 WARRANTY WARRANTY TERMS CHARACTERS 30 WARR_EXP WARRANTY EXPIRATION MM/DD/YY 8 MAINT_AGR IS THERE A MAINTENANCE AGREEMENT? CHARACTERS 1 MAINT_CO MAINTENANCE COMPANY CHARACTERS 25 START AGREEMENT START DATE MM/DD/YY 8 EXPIRE AGREEMENT ENDING DATE MM/DD/YY 8 MAINT_FEE MAINTENANCE FEE NUMBERS 10 2 PAY_PERIOD MAINTENANCE PAYMENT PERIOD CHARACTERS 10 REMARKS ANY REMARKS YOU WANT TO ADD CHARACTERS 60 3) COMPUTER STRAIGHT-LINE DEPRECIATION JOURNAL (DHVENT) 4) COMPUTER ACRS DEPRECIATION JOURNAL (ZHVENT) (THE FOLLOWING FILE LAYOUTS APPLIES TO ALL OF THE ABOVE FILES) DATA NAME DESCRIPTION TYPE LENGTH DECIMALS ---------- ----------------------------------- ---------- ------ -------- DATE JOURNAL ENTRY DATE MM/DD/YY 8 YEAR YEAR CHARGED TO (IE. 86) CHARACTERS 2 MONTH MONTH CHARGED TO (01 - 12) CHARACTERS 2 SYSTEM_NO SYSTEM NUMBER CHARACTERS 10 PROD_NAME PRODUCT NAME CHARACTERS 25 SERIAL_NUM SERIAL NUMBER CHARACTERS 15 DEPT_CODE DEPARTMENT CODE CHARACTERS 10 BUDG_CODE BUDGET CODE NUMBER CHARACERS 15 FA_NO FIXED ASSET NUMBER CHARACERS 15 DEP_AMOUNT ENTRY AMOUNT NUMBERS 10 2 5) COMPUTER APPLICATIONS (APPLIC) DATA NAME DESCRIPTION TYPE LENGTH DECIMALS ---------- ----------------------------------- ---------- ------ -------- APPL_TITLE APPLICATION TITLE CHARACTERS 25 FILE_DATE DATE APPLICATION WAS INSTALLED MM/DD/YY 8 SYSTEM_NO SYSTEM NUMBER CHARACTERS 10 FUNCTIONS FUNCTIONS CHARACTERS 130 CATEGORY CATEGORY (IE. ACCOUNTING) CHARACTERS 20 USED_BY WHO USES IT CHARACTERS 25 DEVEL_BY WHO DEVELOPED IT CHARACTERS 25 PACK_LANG PACKAGE OR LANGUAGE USED CHARACTERS 15 CONTACT THE USER CONTACT NAME CHARACTERS 25 DEPT_CODE DEPARTMENT CODE CHARACTERS 10 DEPT_NAME DEPARTMENT NAME CHARACTERS 25 COMPLETE IS IT COMPLETED? (Y OR N) CHARACTERS 1 COMP_STAGE STAGE OF COMPLETION CHARACTERS 25 COMP_DATE ESTIMATED/ACTUAL DATE MM/DD/YY 8 HOURS NUMBER OF HOURS NEEDED NUMBERS 8 2 COST COSTS (MANPOWER, RESOURCES, ETC.) NUMBERS 10 2 6) COMPUTER MAINTENANCE (MAINT) DATA NAME DESCRIPTION TYPE LENGTH DECIMALS ---------- ----------------------------------- ---------- ------ -------- DATE DATE OF MAINTENANCE MM/DD/YY 8 SYSTEM_NO SYSTEM NUMBER CHARACTERS 10 DEPT_CODE DEPARTMENT CODE CHARACTERS 10 DEPT_NAME DEPARTMENT NAME CHARACTERS 25 HARD_SOFT HARDWARE OR SOFTWARE (H OR S) CHARACTERS 1 SCH_UNSCH SCHEDULED OR UNSCHEDULED (S OR U) CHARACTERS 1 PROD_NAME PRODUCT NAME CHARACTERS 25 MFG MANUFACTURER CHARACTERS 25 SERIAL_NUM SERIAL NUMBER CHARACTERS 15 DESCRIP PROBLEM DESCRIPTION CHARACTERS 130 DATE_RES DATE OF RESOLUTION MM/DD/YY 8 RESOLUTION PROBLEM RESOLUTION CHARACTERS 130 DOWNTIME NUMBER OF HOURS DOWN NUMBERS 8 2 COST COST TO RESOLVE NUMBERS 10 2 7) COMPUTER PRODUCT REQUESTS (PRODREQ) DATA NAME DESCRIPTION TYPE LENGTH DECIMALS ---------- ----------------------------------- ---------- ------ -------- REQ_NUMBER REQUEST NUMBER CHARACTERS 15 REQ_DATE DATE OF REQUEST MM/DD/YY 8 REQUESTOR PERSON REQUESTING THE COMPONENT CHARACTERS 25 PRIORITY PRIORITY LEVEL CHARACTERS 1 DEPT_CODE DEPARTMENT CODE CHARACTERS 10 DEPT_NAME DEPARTMENT NAME CHARACTERS 25 LOCATION PHYSICAL LOCATION CHARACTERS 25 PROD_NAME PRODUCT NAME CHARACTERS 25 DESCRIPT PRODUCT DESCRIPTION CHARACTERS 60 MFG MANUFACTURER CHARACTERS 25 CATEGORY CATEGORY (IE. MONITORS, ETC.) CHARACTERS 20 PROP_DATE PROPOSAL/PAPERWORK DEADLINE MM/DD/YY 8 VENDOR VENDOR NAME CHARACTERS 25 COST PURCHASE COST NUMBERS 10 2 PO_NUMBER PURCHASE ORDER NUMBER CHARACTERS 15 PO_DATE PURCHASE ORDER DATE MM/DD/YY 8 EST_DEL ESTIMATED DELIVERY DATE MM/DD/YY 8 FILLED IS IT FILLED? CHARACTERS 1 FILL_DATE DATE REQUEST WAS FILLED MM/DD/YY 8 INV_NO INVOICE NUMBER CHARACTERS 15 8) COMPUTER DESIGN REQUESTS (DESREQ) DATA NAME DESCRIPTION TYPE LENGTH DECIMALS ---------- ----------------------------------- ---------- ------ -------- REQ_NUMBER REQUEST NUMBER CHARACTERS 15 REQ_DATE DATE OF REQUEST MM/DD/YY 8 REQUESTOR PERSON REQUESTING THE COMPONENT CHARACTERS 25 DEPT_CODE DEPARTMENT CODE CHARACTERS 10 DEPT_NAME DEPARTMENT NAME CHARACTERS 25 APPL_NAME APPLICATION NAME CHARACTERS 25 DESCRIP APPLICATION DESCRIPTION CHARACTERS 60 CATEGORY CATEGORY (IE. MONITORS, ETC.) CHARACTERS 20 PRIORITY PRIORITY LEVEL ASSIGNED CHARACTERS 1 ASSIGNED HAS IT BEEN ASSIGNED? CHARACTERS 1 ASSGN_DATE DATE REQUEST WAS ASSIGNED MM/DD/YY 8 ASSGN_TO WHO IT WAS ASSIGNED TO CHARACTERS 25 EST_HOURS NUMBER OF HOURS NEEDED NUMBERS 8 2 EST_COST ESTIMATED COST TO COMPLETE NUMBERS 10 2 9) HARDWARE PRODUCT REVIEWS (RHVPROD) 10) SOFTWARE PRODUCT REVIEWS (RSVPROD) (THE FOLLOWING FILE LAYOUTS APPLIES TO ALL OF THE ABOVE FILES) DATA NAME DESCRIPTION TYPE LENGTH DECIMALS ---------- ----------------------------------- ---------- ------ -------- PROD_NAME PRODUCT NAME CHARACTERS 25 FUNCTIONS PRODUCT FUNCTIONS CHARACTERS 130 MFG MANUFACTURER CHARACTERS 25 COST PURCHASE COST NUMBERS 10 2 REV_DATE REVIEW DATE MM/DD/YY 8 REVIEWER PERSON WHO REVIEWED THE PRODUCT CHARACTERS 25 DEPT_CODE DEPARTMENT CODE CHARACTERS 10 DEPT_NAME DEPARTMENT NAME CHARACTERS 25 CATEGORY CATEGORY (IE. MONITORS) CHARACTERS 20 SUMMARY REVIEW SUMMARY CHARACTERS 25 REMARKS ANY REMARKS YOU WANT TO ADD CHARACTERS 130