The Record Maintenance Sub-Form screen is accessed via Vehicle Purchasing / Kerridge Utilities / Record Maintenance and a double-left-click of the required file within the Record Maintenance Grid. This option should not be used by anyone except ADP personnel. It enables a record to be edited directly, without verification. Records can be damaged via this option if edited incorrectly.
The screen is split into three areas. These are the Titlebar, the Record Maintenance Dialogue Box and the column of Command Buttons at the bottom of the screen.
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
This screen displays a record table of all the fields held within the selected file from the Record Maintenance screen.
To view a specific field select the Field command button. This displays a Field Selection List Box containing a number of fields from which to select.
To view a field highlight and confirm the required field with a double-click of the mouse (This operation can be performed for a number of fields at the same time by double-clicking on each required field to be viewed) and select the OK command button. This action displays the selected fields within the Record Maintenance Dialogue Box.
The list displays up to a maximum of twenty five records at any one time. To view the remaining records the Scroll Bar to the right of the screen can be operated in a number of ways:
To directly edit the record table a single-right-click of the mouse in any of the columns displays a small menu box with the following options:
- Edit Row
Enables values for the selected record to be edited. Alternatively, single-left-click into the row, enter the appropriate data and use the Tab key to move to the next column.
- Insert Row
Inserts a new row for an additional record to be created.
- Delete Row
Deletes a record. This is not a recommended way of deleting records and must be used under the strict guidance of ADP.
- Copy
Enables the values for one record to be copied to other records.
- Filter
Displays a Selection Criteria Box which enables selection of only those records meeting the selection criteria for the selected column upon which the filter is selected to operate. The following mutually exclusive selection criteria option buttons/fields are available:
- Equals
Searches the selected column for a description matching that entered in the data entry box at the bottom of the screen. Any records equaling the criteria are displayed.
- Not Equal
Searches the selected column for a description matching that entered in the data entry box at the bottom of the screen. Any records equaling the criteria are not displayed.
- Greater Than
Searches the selected column for any records with a text character string which is alphabetically higher than the character(s) entered in the data entry box at the bottom of the screen. Any records greater than the criteria are displayed.
- Less Than
Searches the selected column for any records with a text character string which is alphabetically lower than the character(s) entered in the data entry box at the bottom of the screen. Any records less than the criteria are displayed.
- Contains
Searches the selected column for any records with a text character string containing the character(s) entered in the data entry box at the bottom of the screen. Any records meeting the criteria are displayed.
- Range
Searches the selected column for any records with a text character string which is alphabetically equal to or between the character(s) entered in the two data entry box at the bottom of the screen. Any records meeting the criteria are displayed.
- No Filter
No filter is applied to the record search. The Reset command button also activates the "No Filter" option.
A number of command buttons are available. Some buttons are context sensitive and are dimmed and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the Record Maintenance Sub-Form screen and returns to the Record Maintenance screen.
Provides online access to a context sensitive Help screen.
Sorts the records by the chosen keypath. Upon selection, a Keypath List Box is displayed from which the appropriate keypath (if there is more than one) is selected.
Redisplays the records on the form with any new modifications.
A check box that, when selected, sorts the records in descending order.
A check box that, when selected, automatically redisplays all records on the form after an amendment.
Restricts a Sort by allowing entry of a text string for the agreement number from which to start.
Restricts a Sort by allowing entry of a text string for the agreement number at which to finish.
The purpose of this field is to allow the display of a user-defined selection of fields for every record. This is intended to reduce data entry errors. This operation can be performed for one field or a number of fields at the same time by double-clicking on each required field to be viewed and selecting the OK command button.
Selection of this button displays a further screen that provides an Ad-hoc Report Generator for the creation of quick query reports to screen. An enquiry is formulated by completing a simple set of verbs and field names. A saved formulated query can be retrieved for future use.
Displays each field in a record by row, with the field name in the left-hand column and the field data in the right hand column. Within this option, records may be created, amended or deleted.