Category : Dbase (Clipper, FoxBase, etc) Languages Source Code
Archive   : DB4RPT.ZIP
Filename : REPORT.DOC

AD HOC Report WRITER MODULE


Ad Hoc Report Writer requires very little from the user
beyond pointing at a desired action and hitting the ENTER key.
It was designed this way from the start.

Reports and mail label definitions created with Report Writer
can be saved, edited, and rerun at will. All output can be
sent to the printer, screen, or to a disk file. Custom indexes
can be built from within Report for your report and label runs.


ENVIRONMENT VARIABLE

Report Writer is written in Clipper 5.20. Since Clipper will
use expanded memory for indexing purposes it is standard practice to
include the following statment in your AUTOEXEC.BAT file if you should
experience corrupt indexes:

SET CLIPPER=E:0
(or) SET CLIPPER=//E:0

Unlikely index corruption of this sort can occur with incompatible
expanded memory managers. This should alleviate any problems with
expanded memory you might encounter.


DISK CACHE

Please note that running a disk caching program like SMARTDRV.EXE
that comes with WINDOWS will greatly enhance the performance of this
program as well as any other disk intensive database programs.


************************** VERY IMPORTANT **************************

DB4RPT.EXE IS COMPATIBLE WITH DBASE IV .DBF, .DBT, AND .MDX FILES

** A FILE MUST HAVE AN .MDX INDEX TO BE USED WITH THIS PROGRAM **
** A FILE MUST HAVE AN .MDX INDEX TO BE USED WITH THIS PROGRAM **
** A FILE MUST HAVE AN .MDX INDEX TO BE USED WITH THIS PROGRAM **

DB4RPT.EXE WILL USE THE .MDX INDEX WITH THE SAME NAME AS THE .DBF

************************** VERY IMPORTANT **************************


*-------------------------------------------------------------------*
MAIN MENU
*-------------------------------------------------------------------*

CREATING A REPORT DEFINITION FOR THE FIRST TIME

Ad Hoc Report Writer creates three distinct types of reports. A single
file report uses just one primary file. A relational report type one
may use a primary,secondary and tertiary file. There is one record in
the secondary file for each primary record. A relational report type
two may use a primary, secondary and tertiary file. There are multiple
secondary records for each primary record. Your data detemines which type
of report you will need to create.

Creating a report is essentially the same process for all report
types. First, the report type is chosen and then report parameters
are entered. You can control things like the left margin, spaces
between printed fields on the report, page width, page length, etc.

You choose your primary, secondary and tertiary files from a scolling
list. You choose the fields you wish to include in the report from
scrolling lists. Nothing could be easier! Just remember the following:


1. UP TO 3 FILES MAY BE USED IN EACH REPORT!

2. A MAXIUM OF 27 FIELDS FROM EACH FILE MAY BE USED IN THE REPORT.

3. THREE CALCULATED FIELDS MAY BE DEFINED PER FILE. FIELDS IN OTHER
FILES IN A MULT-FILE REPORT MAY BE REFERENCED IN THE CALCULATIONS

4. MEMO FIELD PROCESSING IS LIMITED TO ONE MEMO FIELD IN A SINGLE FILE
REPORT.

5. FIELDS APPEAR ON THE PRINTED REPORT IN THE ORDER IN WHICH THEY WERE
SELECTED.

6. IF YOU DO NOT ENTER A COLUMN HEADING FOR A FIELD THE FIELD NAME WILL
BE USED AS A COLUMN HEADING ON THE REPORT.

7. IF YOU ARE USING TOTALS, SUBTOTALS, AND/OR CALCULATED FIELDS EXPECT
YOUR REPORT TO BE WIDER THAN THE WIDTH OF THE SELECTED FIELDS ALONE.
EXTRA SPACE IS ALLOCATED TO A FIELD BEING TOTALLED AND TO A CALC
FIELD BEYOND THAT WHICH IS DISPLAYED BY THE FIELD SELECTION SCREEN.

8. YOU MAY LINK THE FILES ON ANY FIELD(S) OF YOUR CHOICE

9. ALL OUTPUT CAN BE STOPPED WITH THE ESC KEY IF YOU DESIRE.


EXECUTING A REPORT DEFINITION

Simply select the report definition from the scrolling list by
striking enter. You will have an opportunity to edit the report
parameters you entered when you created it. You can also edit or
create a query for the report and save it under the same or differ-
ent name. Output for all reports can go to the printer, screen, or
to a disk file.



*-------------------------------------------------------------------*
MAIL LABELS
*-------------------------------------------------------------------*


CREATING A MAIL LABEL DEFINITION FOR THE FIRST TIME


STANDARD LABELS:

Ad Hoc Report Writer permits the creation of standard, large,
or cheshire format mailing labels. Simply take the Mailing Label
option from the Main menu. You will be asked to choose a
primary file and primary file index. Next you will be given the
opportunity to query the primary file if you desire. In this manner
you can select to filter out certain zipcodes or cities according to
your preferences and needs.

You will then enter the label module. Choose the create option from
within the label module. Assign the label file a unique and meaningful
name. Select the modify contents option. Press F2 to choose field names
for each line of the label you wish to create. BE SURE TO PLACE THE
CURSOR AT THE BEGINNING OF THE LINE TO WHICH YOU ARE APPENDING FIELD
NAMES! Follow the prompts and press F10 when you are done. Be sure to
choose the proper format and dimensions from within the dimensions
selection.

By experimenting with the other options you'll find that you can
tag select records and print only them if you choose. You can now print
your mail labels and recall the new label definition you've just created
whenever you wish. Just remember the following:

1. Be certain to choose the proper format and dimension from within
the dimension option. You can make adjustments to the default
sizes as you wish. Maximum label size is 24 X 60.

2. Create index files keyed on the fields by which you want to order
your label printout. If you want labels to be printed in zipcode
order then be sure to create an index file keyed on zipcode etc.

3. Make use of the test pattern and correct your alignment before
beginning a large label run. (** Very Important **)

4. Make use of the query builder to select or filter your primary
file when printing labels if you don't wish to create a label for
every record in your file.

5. You can pause printer output with ALT-C if your label run jams in
the printer. It's not the most sophisticated way to do so, but
it certainly works. ESCAPE will ABORT a label printout.

6. A sample label definition (MAIL.LBL) is provided on your diskette.
You can experiment with changes and printing by selecting it. First
you select the Process Mailing Labels option from the Main Menu.
Then select MAIL.DBF and MAIL.NTX as your primary file and index.

7. The copies parameter will determine how many labels for each record
are printed.

8. The blank lines parameter will control the printing of blank lines
in your label definition. Blank lines can be useful for spacers
when printing large labels.

9. If you build a new label or edit an existing one and utilize the
automatic field name selector, be sure to place the cursor at the
BEGINNING of the line you are appending field names to! Experiment
with this and you'll see why!



AVERY 3-UP LASER LABELS:

Follow the same instructions given for STANDARD LABELS. The following
exceptions apply:

1. YOU MUST SELECT LASER LABELS AND CONFIRM OUTPUT TO ACTIVATE
THIS OPTION.

2. The Dimensions for Avery 3-UP Laser Labels are PRESET &
CANNOT BE CHANGED

3. Blank lines will print if included in label

4. Option may only be chosen if a LASER PRINTER is selected.



CREATE A NEW INDEX FILE

Simply select this option from the Main Menu. Select a primary file.
Then select the field(s) you wish to index on. The last step in creating
a new index is giving the new index file a name. That's all! The Report
Writer does the rest!

( ** VERY IMPORTANT ** )
1. RPT writer converts numeric and date fields to character values when
you build an index with them. RPT writer ensures the proper ordering of
values in this manner. Character indexes are completely compatible and
need not be rebuilt. This conversion of numeric & date fields to string
values is standard practice and enables you to build compound keys with
mixed data types. These indexes are not backwards compatible with dBASE
but it is a simple procedure to rebuild an index file using dBASE if you
must for reasons of compatiblity with other programs which access your
data files.


FREQUENCY ANALYSIS

This is an interesting option with which you can analyze different
fields in your database. A mailing list database with a zipcode field
like MAIL.DBF is a fine example of its use. Select FREQUENCY ANALYSIS
RPT from the Report Menu. Select the ZIP field of MAIL.DBF for the
analysis and the routine will display or print a listing of the number
of occurrances of each zipcode in your file. It's simple to use.
Experiment with it for best results. It's able to be used on a network
since it creates temporary files and removes them after its work is done.


CHANGE THE DIRECTORY

This option enables you to select any directory on your disk
in which you you might have database files. RPT Writer will ask you
which directory you'd like to enter. Enter the name. If you make
a spelling error RPT Writer will report that it is not possible to
enter the directory you keyed in.



** END OF FILE ***