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The latest version of the Database Control Procedure menu by Legler Systems in CA identifies 18 separate database control (DB) computer procedures plus three database procedures (92, 94 and 96) common to all accounting applications. The online accounting procedures the user can run is specified in the User Control Record (DB08). Each end-user procedure shown on the DB menu corresponds to a separate computer program.
Any online database control procedure is started at any time from the Database Control System Menu (screen image shown below) by entering a 2-digit procedure number or single-click on the procedure name with the mouse. For all DB inquiry and reporting procedures, a data selection screen is displayed so the user can enter various data selection parameters to retrieve specific data records from the online Master File and to format the output, including a report sort option. Reporting procedures print accounting information in hardcopy DB reports on letter-size paper, while inquiry procedures display information in a results screen. The DB reports can be viewed in a separate report window before being printed. Active keyboard function keys are shown at the bottom of all DB screens.
A Report History Dashboard is displayed under the data selection parameters for all DB end-user procedures except data entry procedures DB01, DB03, DB04, DB08, DB17 and DB18. The last 12 runs are shown in the Report History Dashboard. The display of the Report History Dashboard is determined by the setting of the Dashboard-ID field in procedure DB08. To review a detail activity report of all prior activity, run reporting procedure DB13 with a Report Option of "P".
Data entry procedure DB01 is used to enter a master record for each major code referenced by one or more accounting applications. Each code is defined by a Code-Type and Code number. For example, GL account codes have a Code-Type of "AC" and a Code number of "600" for revenue. The user can add new Code Definition Records (DB01) as required. If any information for GL account codes is changed, the corresponding Account Master Record (GL19) in the General Ledger System is also updated. To view a sample Code Definition screen, click DB01 screen image.
Reporting procedure DB02 prints the Code Definition Report documenting the codes referenced in all accounting systems and for operator verification. Selected codes for a specific Code-Type are printed in the Code Definition Report (DB02). The Code Definition Report for Code-Type of "AC" can be referenced to manually lookup a GL account code. To view a sample of the DB02 data selection prompts and DB report, click DB02 screen.
Data entry procedure DB03 is used to update basic accounting control information, such as the current accounting period (YRMO), current entry period, system options and other important data. Generally, this procedure is run at least once a month to change the accounting period and dates. A separate Company Control Record (DB03) can be set up for each System-ID, if required. Computer procedure DB03 is run at the beginning of the month. To view a sample Company Control screen, click DB03 screen image.
Query procedure DB04 is used to temporarily change the file definitions and some system options, such as transaction logging. Only supervisory personnel should have access to procedure DB04. Computer procedure DB04 is rarely executed.
Update procedure DB05 copies data records from the online indexed sequential Master File (DBSMST) to a backup sequential History File (DBSHST). The Dump Control Report printed by procedure DB05 contains record counts for audit documentation along with the elapsed execution time in seconds. Multiple database record transactions are processed at one time. Only supervisory personnel should perform procedure DB05.
Update procedure DB06 copies data records from the backup sequential History File (DBSHST) to the online indexed sequential Master File (DBSMST). The Restore Control Report printed by procedure DB06 contains record counts for audit documentation along with the elapsed execution time in seconds. Multiple database record transactions are processed at one time. Only supervisory personnel should perform procedure DB06.
Reporting procedure DB07 prints the Database Records List containing all fields in the selected master records. Data records in the Database Records List (DB07) can be shown in character format or hex format. In addition, data records in the Transfer File can be printed. Generally, the Database Records List (DB07) is referenced by the programming staff. A separate Database Records Summary report by System-Date can be requested and printed to monitor record counts by type of data record when the Entry Correct prompt is equal to "S".
Data entry procedure DB08 is used to define the users that are to have access to various procedures within each accounting application. Some users may be setup with only query capability, while others have full update capability. Only supervisory personnel should have access to procedure DB08. Other key options set for each user include screen color codes (background screen color and foreground screen color), override some edit errors, display real-time dashboards (Dashboard-ID field), screen color codes for the online Help Window (background screen color and foreground screen color), display dollar sign ($) in dollar amount fields and set the default printer assignment. The background screen color code cannot equal the foreground screen color code. The online Help Window is displayed whenever function key F1 is pressed by the user. To view a sample User Control screen, click DB08 screen image.
Reporting procedure DB09 prints the User Control Report listing all users and the procedures they have access to execute for audit documentation. This report is a backup document of data entered in procedure DB08. Only supervisory personnel should have access to the User Control Report (DB09). A copy of the User Control Report should be filed with the company's financial papers for audit documentation.
Reporting procedure DB10 prints the Company Control Report containing all information in each Company Control Record for audit documentation and provides backup documentation. Information in the User Control Report is from data entered online by procedure DB03. Only supervisory personnel should have access to the Company Control Report. A copy of the Company Control Report (DB10) should be filed with the company's financial papers for audit documentation.
Update procedure DB11 loads three indexed sequential support files: (1) Screen definition file (DBSFMT), (2) Online Help file (DBSHLP) and (3) Program definition file (DBSPGM). Any time changes are made to the source text files associated with these indexed files, procedure DB11 must be run to load those changes. In addition, procedure DB11 is used to print various management reports from these online support files. Computer procedure DB11 can be run at any time. The DBS Control Report printed by procedure DB11 contains the results of running this procedure for audit documentation along with the elapsed execution time in seconds or minutes.
Reporting procedure DB12 is a generalized report writer for data mining, where the user tests specific data fields and defines the content of the User Defined Report (data fields). Any data in the online master database can be selected, sorted and printed in the User Defined Report (DB12). Alternatively, findings can be displayed on the results screen. Computer procedure DB12 can be performed at any time. A separate User Defined Summary report of total fields can be requested and printed when the Entry Correct prompt is equal to "S".
Reporting procedure DB13 prints the User Activity Report containing the computer procedures the user executed and when for audit documentation. The User Activity Report (DB13) is used to monitor the procedures a user performed and when. The elapsed execution time is computed in either seconds or minutes for each and every procedure run by any user and is printed in the User Activity Report. The elapsed execution time covers the time between starting a procedure and when it ends, including the time it takes to enter in data selection parameters. The elapsed execution time printed at the end of control reports refers to the CPU time after the prompts have been entered. A separate User Activity Summary report by elapsed time and total counts can be requested and printed when the Entry Correct prompt is equal to "S".
Inquiry procedure DB14 displays a results screen of active users who are signed on the financial system. Also, all users defined by procedure DB08 can be displayed. This DB end-user procedure can be run at any time to display active users. Procedure DB14 supports dynamic linking to the DB08 screen when function key F7 is pressed. To view a sample of the DB14 data selection prompts and output results screen, click DB14 screen.
Reporting procedure DB15 prints the Transaction Audit Report identifying all deleted records from the online Master File for audit documentation. Also, any changes to an online data record can be printed in the Transaction Audit Report (DB15), provided the transaction logging feature is set in procedure DB04. Computer procedure DB15 can be done at any time.
Inquiry procedure DB16 displays a results screen of current batch report requests entered online with an "Entry Correct" equals "B". These batch report requests (generally long reports) are automatically processed by the Jobs.bat script when the user signs-off the financial system. Computer procedure DB16 is optional.
Data entry procedure DB17 is used to enter comments, instructions, text or special notes on customers (AR01), vendors (AP01), customer orders (OE01), products (OE09), mailing names (ML01) and Bill-To/Ship-To names (OE19). The hot key (function key F7) in various accounting modules can easily load procedure DB17 to enter new special notes or view existing "NOTES". Computer procedure DB17 can be started at any time. The Note-ID field in the General Notes Record identifies the source data record associated with the special notes. To view a sample General Notes screen, click DB17 screen image.
Procedure DB18 reads (imports) a PC Text File of comma separate values (csv) containing data records to reformat and write them to the import Transfer File for subsequent processing by other online accounting procedures that edit and add these records to the online master database. For example, procedure AP13 in the AP System processes this import Transfer File of vendor transactions to edit and add them to the online master database.
Procedure DB18 writes (export) a PC Text File of comma separate values (csv) containing data fields extracted from the online master file. This export PC Text File can be imported into a spreadsheet program, such as MS Excel. The DBS Control Report is printed for audit documentation and includes the elapsed execution time in seconds.
Redefine system printer procedure DB92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the DB report is written to a disk file from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program DBS892 associated with procedure DB92 is the same for all accounting modules. Computer procedure DB92 can be done at any time.
Search procedure DB94 is used to search the DB System for any dollar amount, code value or text in the last x months and display a results screen of the search results along with the database record counts searched and found. Both lowercase letters and uppercase letters are tested to identify a match. The computer program DBS894 associated with search procedure DB94 is the same for all accounting modules. This DB end-user procedure can be started at any time to lookup any database information, such as code names, text descriptions and transaction dates.
Inquiry procedure DB96 displays a list of the latest Code Definition Records (DB01) or User Control Records (DB08) in descending chronological sequence by date and time. The computer program DBS896 associated with procedure DB96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes in the DB System.
Exit procedure 99 ends the Database Control System Menu and displays the main Financial Menu. To switch directly to a different accounting procedure, just enter the System-ID plus procedure number, such as AP10, rather than three entries: 99 (end DB menu), AP (start AP menu) and 10 (start Inquire Vendor Status procedure).
The DBS Procedure Manual provides complete written user documentation of over 200 pages about all user procedures of the Database Control System software by Legler Systems. The DBS Systems Manual describes the technical aspects of the database application programs and is included with the cobol source programs (optional). In addition to the written documentation, the online Help File of all text and error messages (displayed in the Help Message Window when the F1 key is pressed) is included with the DBS executable programs.
For additional information on the DBS software and a free demo on USB flash drive for any version of Microsoft Windows, e-mail Bill Legler in the SF Bay Area, California or go to the Database Control System main page.