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The latest version of the Database Control System menu from Legler Systems identifies 21 separate database control (DB) computer procedures that can be run by the user, provided the user has access to these online procedures. Access control is specified in the User Control Record (DB08). Each DB user procedure corresponds to a separate computer program.
A sample Database Control System menu screen is shown below and followed by a definition of each DB user procedure. When only the System-ID (e.g. "DB") is entered on any financial menu, the Database Control System menu is displayed.
---------------------------------------------------------------------------- | DATABASE CONTROL SYSTEM MENU (2011) 11-02-2011 10:12 | |============================================================================| | | | No Procedure Name No Procedure Name | | -- -------------------------------- -- ------------------------------ | | 01 - Enter Code Definition Records 10 - Print Company Control Report | | 02 - Print Code Definition Report 11 - Load And Print Support Files | | 03 - Enter Company Control Record 12 - Print User Defined Report | | 04 - Update Global Control Record 13 - Print User Activity Report | | 05 - Dump Master File To History 14 - Inquire Active Users | | 06 - Restore Master File From History 15 - Print Transaction Audit Report | | 07 - Print Master File Records 16 - Inquire Pending Batch Requests | | 08 - Enter User Control Records 17 - Enter General Notes | | 09 - Print User Control Report 92 - Redefine System Printer | | 94 - Search DB System | | 96 - Inquire Latest DB Changes | | 99 - End DB Menu | | | | Enter DB Procedure Number......[ ] | | | |============================================================================| | F1=Help F2=Enter F9=Print F10=Exit | ----------------------------------------------------------------------------
Data entry procedure DB01 is used to enter a master record for each major code referenced by one or more application system. 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) is also updated.
Report procedure DB02 prints the Code Definition Report documenting the codes referenced in all accounting systems, as entered in online procedure DB01. 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.
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. Separate Company Control Records (DB03) can be set up for each System-ID, if required. Computer procedure DB03 is run at the beginning of the month.
Update procedure DB04 is used to temporarily change the file definitions and some system options. 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). A Dump Control Report (DB05) is printed containing record counts for audit control. Only supervisory personnel should have access to procedure DB05.
Update procedure DB06 copies data records from the backup sequential History File (DBSHST) to the online indexed sequential Master File (DBSMST). A Restore Control Report (DB06) is printed containing record counts for audit control. Only supervisory personnel should have access to procedure DB06.
Report 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. Generally, the Database Records List (DB07) is used by the programming staff.
Data entry procedure DB08 is used to define the users that are to have access to various procedures within each application. Only supervisory personnel should have access to procedure DB08.
Report procedure DB09 prints the User Control Report documenting all users and what procedures they have access to execute for audit control and backup as entered in online procedure DB08. Only supervisory personnel should have access to the User Control Report (DB09). A copy of the User Control Report (DB09) should be filed with the company's financial papers for audit control.
Report procedure DB10 prints the Company Control Report containing all information in each Company Control Record for audit control and backup. 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 (DB10). A copy of the Company Control Report (DB10) should be filed with the company's financial papers for audit control.
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). Also, procedure DB11 is used to print various management reports from these support files. Computer procedure DB11 can be run at any time.
Report procedure DB12 is a generalized report writer, where the user specifies the content of the User Defined Report (data fields). Any data in the online database can be selected, sorted and printed in the User Defined Report (DB12). Computer procedure DB12 can be done at any time.
Report procedure DB13 prints the User Activity Report containing what procedures the user executed and when for audit control. The User Activity Report (DB13) is used to monitor what procedures a user performed and when. Computer procedure DB13 can be run at any time.
Inquiry procedure DB14 displays a window of active users who are signed on the financial system. Also, all users defined by procedure DB08 can be displayed. This DB user procedure can be run at any time to display active users.
Report procedure DB15 prints the Transaction Audit Report identifying all deleted records from the online Master File for audit control. Also, any changes to an online record can be printed in the Transaction Audit Report (DB15), provided detail transaction logging is set in procedure DB04. Computer procedure DB15 can be done at any time.
Inquiry procedure DB16 displays a window of current batch report requests entered online with an "Entry Correct" equals "B". These batch report requests are automatically processed by the JOBS script when the user signs-off the financial system. Computer procedure DB16 is optional.
Data entry procedure DB17 is used to enter any comments, instructions or notes on customers (AR01), vendors (AP01), customer orders (OE01), products (OE09), names (ML01) and Bill-To/Ship-To names (OE19). The hot key F7 in various accounting modules can easily load procedure DB17 to enter new notes or view existing "NOTES". Computer procedure DB17 can be started at any time.
Redefine system printer procedure DB92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the report is written to disk 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 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 window of the search results. The computer program associated with procedure DB94 is the same for all accounting modules. This DB user procedure can be started at any time to lookup any database information.
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 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 DB99 ends the Database Control System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, such as AP10, rather than DB99.
These database control procedures can be started at any time from any financial menu by entering the System-ID of "DB" plus a 2-digit procedure number.
For additional information on the DB software, please e-mail Bill Legler in the SF Bay Area, California or go to the Database Control System main page.