DATA PERFECT OPERATING INSTRUCTIONS KEYBOARD EDITING: ^A - Accept input line up to cursor location. ^B - Go to beginning of current line. ^DEL - (or SHIFT DEL) Delete character at the cursor location. ^E - Go to end of current line. ^F"n" - Find the next occurrence of "n". ^I - (or SHIFT I) Insert character at cursor location. CAP/LWR - SHIFT lock/unlock toggle. RETURN - Accept input on both sides of cursor. TAB - Go to next TAB position. ^CLEAR - (or SHIFT CLEAR) Erase current line and restart. BREAK - Break current operation and return to main menu. BACKS - Delete character to left of cursor. LEFT ARROW - Move cursor one position left. RIGHT ARROW- Move cursor one position right. SPECIFICATIONS: MAXIMUMS: Fields/record : 32 Formatted Fields/record: 16 Field length : 127 characters Record length : 511 characters Field name length : 12 characters FIELD TYPES: Alpha-numeric - Letters and numbers Date - MM/DD/YY format only Numeric - numbers only Formulated - Derived from calculations performed on a numeric field. MAIN_MENU_OPTIONS A. LOAD A DATA BASE: Used to load an existing data base into the computer. Program will return to the Main Menu after loading. B. CREATE A NEW DATA BASE: Allows you to create a new data base. This option WILL format a disk before saving the newly created data base. C. UPDATES: This option will take you to a sub-menu (discussed later). Options include; Edit, Update, Review data. Special features will allow global update or deletion of records and total and average of numeric fields. D. UTILITIES: This option will take you to a sub-menu (discussed later). Options include; Making backup copies, Packing, Merging, Sorting. Special features allow Reformatting of the data base file structure, to include field deletion/addition, and change of field length. E. REPORTS: Creates report forms to be printed. F. MAILING LABELS: Makes mailing labels. G. CHANGE DRIVE,DATE: Allows you to change the number of drives in use by the system or change the current date. (Note: When using two drives, drive #2 is always the source drive.) H. CHANGE DRIVES: If using two drives, each data base will have two disks, a source and a backup. This option will let you switch between the drives. The system will let you know which drive is in use. I. QUIT Will quit DataPerfect and boot the disk in drive #1. NOTE: Use the "<" or ">" keys to select options. CREATE_A_FILE The OPTION (2nd) line presents the possible responses to the query presented in the COMMAND (3rd) line. (ie. -INPUT-, Begin, CR, etc.) If a file is in use the top line of the screen shows the filename, date last updated and number of records. The bottom line of the screen is used for special commands. For example: If creating a mailing list (after creating a data base), the message "DEFAULT" will appear in the bottom command line. You can put "CO." in the state field as the default. The program will now put CO. in the state field each time you add a new address. After entering all the data that you want at this time, select "Q" to quit. Press "Y" to save the data base. NOTE: Make sure you have the appropriate disk in the drive since it WILL be formatted. UPDATE_MENU 1 - ADD 2 - EDIT 3 - GLOBAL UPDATE 4 - DELETE 5 - TOTAL 6 - RETURN TO M-Ipt MENU 1. ADD - After making entries (Note: Do Not Enter Data Into The Key Field) you will see the following prompt: OPTIONS [E]dit, [S]ave, [N]ext, [Q]uit, [A]bort COMMAND -Select- [E]dit - go back and correct the current record. When option [E] is selected, you will see the following prompt: COMMAND [B]egin,[U]p,[D]own,[S]el, [Q]uit [B]egin - Move cursor to beginning of field. [U]p - move cursor up one field [D]own - move cursor down one field [S]el - Select current field for editing. [S]ave - Saves the current record, but leaves it on the screen. It can now be used as a template for the next record. This is especially useful if most of the information is the same in both records. [N]ext - Saves the current record and displays a blank form for entry of the next record. [Q]uit - Saves the current record then quits the add mode and returns to the update menu. [A]bort - Same as above, but does not save the current record. 2. Edit - After selection of this option you will see: OPTIONS:[R],[B]egin,[U]p,[D]own,[S]el,[Q]uit COMMAND:-Search By- All commands are the same as above except [R]. [R]ecord number - The following prompt appears: OPTIONS: numbers COMMAND: Min,Max Enter the search range (lowest,highest record number to be included in the search). To Edit records 4 through 10 enter "4,10". To edit only record number 5, enter "5". To Edit all records after 5, enter "6,". To Edit all records from the beginning of the file to record 10, enter ",10". After the search range has been entered the following prompt will appear: OPTIONS:[R],[B]egin,[U]p,[D]own,[S]el,[Q]uit COMMAND:-Select- If you press the computer will search the data base and display the selected records. If you want to refine your search further, press the or key to move the cursor to the field you want then press then select the field. You will see: OPTION:>,=,<,*,?,\ The \ is only used to separate multiple search criteria within a field. After selecting your search criteria, press . At the bottom COMMAND line you will be offered an AND or an OR logical search. AND - ALL criteria must be met. OR - ANY criteria met. When the record is displayed, the OPTION line will show: [P]RINT,[B]ACK,[N]EXT,[D]EL,[E]DIT,[Q]UIT [P]RINT - Will print the record on the screen. [B]ack - move you back to the last record that meets the search criteria. [N]ext - move you forward to the next record that meets the search criteria. [D]el - marks the record for deletion. [E]dit - change the current record. [Q]uit - return to the previous level. NOTE: If you wish to find the total of a field, select the TOTALS selection from the UPDATE menu. Move the cursor to the field you wish to total. Press "Q" to total the whole field or use the search function to select the part of the field to total. REPORTS Reports menu: LOAD PRINT CREATE/EDIT SAVE DELETE RETURN TO M-pt MENU LOAD - Loads a Report Form from disk CREATE/EDIT 1. OPTIONS: Numbers COMMAND: Printer width: 80 At this point you can set your printer width, if your printer can print in condensed print, you can enter a maximum of 127 for width. default is 80. If your printer is set to skip over the page break, you must turn this off as it will mess up the program's page break. 2. OPTIONS: Numbers PRINTER INIT: _ Here's where you can turn off the printer's auto page break or set it to double strike, emphasized print or whatever you can enter up to 7 control codes (ie. 27,79,27,69,27,71,) 3. OPTIONS: Numbers COMMAND:Bold On: Enter the control code to turn on bold print. Next you will be asked for the code to turn off bold print. Next you will be asked if you want level breaks. Level breaks are page breaks that would occur when there is a change in the criteria of the data and would cause sub-totals to be printed on the fields that you had indicated you wanted totaled in the creation of the report. Now we enter the "ADD MODE". The prompt will now read; OPTIONS: [C],[N],(ARROW)UP DOWN LEFT RIGHT [B],CR=SEL,[Q] COMMAND:POSITION The report generator will create a heading at the top of each page which may contain one to seven lines of information. Typically, the header will contain such information as a report title, the date of the report, and the headings for the columns. Data Perfect will automatically paginate the report and you may have page numbers if you wish. In ADD mode, you can move the cursor anywhere in the seven lines reserved for the header or the two lines reserved to detail. Position the cursor where you want to first entry. Press . OPTIONS:[B]old,[T]otal,@DRN#F2I COMMAND:-DATA- Press "D" for the date to be printed. To have page numbers (and the word "PAGE"), position the cursor. Type "Page[SP][SP]@ To print a "banner" Press "C" for center (after placing the cursor on the line you want). Type B"TITLE OF DOCUMENT". B turns on the bold print. Now move the cursor down one line at a time till the message DETAIL appears at the bottom of the screen. Now position the cursor where you want the first column to be. Type #n (n=the number of the field you want here) Press RETURN A row of x's will appear showing the number of spaced used for the field. Stay on the same line. Move the cursor to the next location and repeat the above procedure. *NOTE* To change the number of spaces used for the field type #n.xx. xx= the new number of spaces. The I command is used to set conditions. For example, ICHECK\VOID\Deposit You will next be asked for the FORMULA you wish evaluated in the format F(n), where n is the number of the field. In this case the data base is or a checking account and the field(n) is the amount of the check, for ALL checks with "-" amount the word check would be printed, Deposit for "+" amounts, and Void for 0 amounts. T=Total. Type T#n and the Grand Total will be placed here (this is for numeric fields only) Now move down on more line. The message DET-IpL should still be showing. Enter the rest of the fields in the same manner as above. Now move up till the message HEADER shows at the bottom of the screen. If you want a line of * or whatever between your data and the column headings move to the left side of the screen and type R*,80 80 *'s will be printed on the screen Now move up to the line you want the column heading on. Position the cursor over the first column and press . Then type "Name do this for all fields. After doing this press "Q". You will then enter the edit mode. [K]ill deletes an entry. All kills will ask you to verify. after editing press "Q". If you want to add more items, you can by going to the add mode and pressing "R" for return. After all editing etc is done press "Q" tile the Options shows: OPTIONS:Blank lines COMMAND:HEADER:[0] This is to set the number of blank lines between the header and the detail. Enter the number you want and press RETURN, or for 0. Next you will be asked how many blank lines to leave between each record. Enter the number you want an press RETURN. All that is left is to save the report form on the data disk. Move the cursor on the menu to SAVE. The screen will show: OPTIONS:-INPUT- COMMAND:NAME: Enter a filename for the report. Now you are ready to print. Select PRINT. OPTIONS:numbers COMMAND:Pages: Press RETURN to print the whole report or x,n x=1st page to print n=last page to print You will now be shown the search by menu. If you don't want to search for any one item press "Q". The message POSITION PAPER will now appear at the bottom of the screen along with: OPTIONS:[Y]es,[N]o COMMAND:-Verify- Check to see that your printer is on and paper is in it. Press "Y" to print. SORTING When you select sort the following will appear: OPTIONS:numbers COMMANDS:SORT:_ Enter the number of the field to sort on. For alphanumeric fields you can sort on only part of the field by typing 3.5 FIELD #/ \NUMBER OF SPACES TO SORT ON. If you enter 2,1 then it will sort on field #2, then field #1. OPTIONS:[Y]es,[N]o COMMANDS:-Verify- and at the bottom of the screen... ASCENDING? Type "Y" to sort in ascending order. Follow the prompts. MAILING_LABELS After making a data base with the info you want in it, select the mailing labels option. This option works like the report generator with only some small changes. MERGE You will be asked to enter the order. What you need to enter is the order you want the old data base copied to the new in. STEP 1 - After making a new data base, load it in the computer then select MERGE. If your new data base has more fields than the old one, enter a 99 in the fields that have no data to be copied. EXAMPLE: NEW data base 7 FIELDS 0,1,2,3,4,5,6 OLD data base 4 FIELDS 0,1,2,3 WHEN ASKED FOR SEQUENCE ENTER: 0,99,1,2,3,99,99,99 THE FOLLOWING APPLIES TO THE SORT AND PRINT FUNCTIONS: If you want to sort only the 1st 5 characters of a 10 character field, enter "1.5" when prompted for the field number. You can sort on up to four fields. (1.5,2,4,3). This would sort the 1st 5 characters in field 1 then sub- sort on fields 2,4,3 in that order. When printing, if you select field #1.30 it will print 30 spaces for field 1, even if it only has 15 characters. If you select field 1.5 it would print only the first 5 characters of field one. *NOTE* THIS DOCUMENT FILE WAS EDITED AND ENTERED BY FRED BACH AND BRIAN HENDRICKS. WE HOPE YOU FIND IT HELPFUL AND USEFUL.