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The Database Control System (DBS) from Legler Systems is based on the client-server model and contains basic support procedures and special functions that identify and maintain the users, codes and system options associated with each online accounting modules from Legler Systems. This accounting software is designed for small businesses and midsize companies. Generally, access to this Database Control System is reserved for supervisory personnel. The Legler Database Control software utilizes a character-based user interface with mouse support for fast data entry and optimum performance.
The 2012 DB software includes a new inquiry procedure DB96 (Inquire Latest DB Changes), tracking e-mails sent from some financial modules plus other enhancements. The 2011 DB software update provided a real-time Cash Management Dashboard that shows the current cash account balance from the last GL closing, as described in the Version 10.2 Summary document. The 2010 DB software update included real-time dashboards for database transactions and separate report windows that enable the user to view a report at the same time as performing data entry operations in the original window, as described in the Version 10.0 Summary document. The 2009 database control software update included mouse support (left mouse button) and large character-based window (80x50) support as described in the Version 9.0 Summary document. This database control system can function with or without a mouse for greater user flexibility and productivity. The newest database control software executes faster when running Microsoft Windows XP or Windows 7.
Custom versions of the online DBS software have been in day-to-day operation in small businesses in Northern California for over 25 years.
The online database control (DB) user procedures are identified on the Database Control menu as shown below. Before any online DB procedure can be run, the user must first sign-on by entering a valid User-ID and password. To display the Database Control menu, enter only "DB" on any financial menu. To start a specific DB procedure, enter the 2-digit number associated with that online procedure or single-click the left mouse button when pointing to the procedure name on the menu.
----------------------------------------------------------------------------- | DATABASE CONTROL SYSTEM MENU (2011) 11-04-2011 10:27 | |=============================================================================| | | | No Procedure Name No Procedure Name | | -- -------------------------------- -- ------------------------------ | | 01 - Enter Code Definition Record 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 Record 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 procedures DB01, DB03 and DB08 display fields that comprises each record and perform online file update functions (add, modify and delete). The Company Control Record (DB03) defines the current and prior accounting period (YRMO), sequence number counter for assigning voucher numbers, as well as other important system options. The User Control Record (DB08) defines each user and what computer procedures within an application that user has access to. The Code Definition Record (DB01) defines each type of code and code value (e.g. GL account code) that can be entered online by the user. Any notes or comments about vendors, customers, customer orders, products and purchase orders can be entered in procedure DB17 (General Notes Record) or from one of the data entry procedures with a Trans-Code of "N".
Online reporting procedures DB02, DB07, DB09, DB10, DB13 and DB15 print management reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Each online reporting procedure displays a screen for the user to enter report selection parameters, such as dates, codes, report formatting and sorting options. Procedures DB04, DB05, DB06 and DB11 print a one-page control report showing the number of records processed for audit trail purposes. The print User Defined Report procedure (DB12) is a general report writer, where the user defines the content and format of any management report.
Inquiry procedure DB14 displays either active users currently on the system or all users that can access the financial systems. Procedure DB16 displays all outstanding batch report requests that were entered online with "Entry Correct" of "B".
Load Support Files procedure DB11 reads standard text files (that can be changed with most any editor) containing the definitions of all data fields (DBSFMT), of online help messages when function key F1 is pressed (DBSHLP), and of programs and file specifications used to create the Global Control Record (DBSPGM). Procedure DB04 allows the user the capability to change temporarily the file specifications online.
Redefine system printer procedure 92 allows the user to redefine where the 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. Procedure 92 can be started from any accounting system menu.
Search DB system procedure 94 allows the user to search for any dollar amount, date, code or text in all or selected data records. Procedure 94 can be started from any accounting menu.
The online DB procedures identified on the Database Control menu are described in more detail in the DB Menu Procedures document.
In addition to the operational, security and technical features mentioned in the Accounting Software Summary, some key functional features of this database control software are highlighted below:
1. Allow the operator to define codes and control options that affect how the various financial modules function.
2. Identify each user and what procedures each user has the authority to execute, as well as reporting on what procedures a user performed and how long the procedure took.
3. Monitor changes to the online master database through transaction logging, so deleted records can be identified and reported.
4. Flexible online reporting capability allows the user to request and print 27 different database control reports, including a general report writer (print user defined report procedure DB12), by specifying various report selection parameters.
5. For real-time Bar Chart Dashboard (No. 1), a daily (or monthly) bar chart of the number of database transactions is shown under the database control menu. Up to 4 different real-time dashboards can be displayed: two real-time Bar Chart Dashboards and two real-time List Dashboards.
6. The DB software supports dynamic linking to data entry procedures (such as DB14 to DB08) with a single key stroke (function key F7). Dynamic linking to existing "NOTES" (DB17) on a User-ID is done with one or two key strokes (F7) or double-click of the left mouse button.
7. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script.
The master database (DBSMST) contains the detail records for all the financial systems and is an indexed sequential file where each data record is identified by a unique record key. Up to five alternate keys are also defined to provide alternate paths to quickly access data in the file thereby reducing the number of disk I/O when printing management reports. For example, one alternate key is the system date which is used to query detail records chronologically in descending date order.
Support files in the financial systems are:
1. Transaction Log File (DBSTRN) contains records that were deleted or modified online.
2. User Log File (DBSUSR-indexed) contains the date, time and report selection parameters for each procedure a user executed.
3. Backup History File (DBSHST) is a sequential file containing duplicate records from the online master file (DBSMST) after the dump process by procedure DB05.
4. Transfer File (DBSTFR) is used to pass records between other accounting systems.
5. Format File (DBSFMT-indexed) contains the screen prompts and field names used by the data entry procedures.
6. Program File (DBSPGM-indexed) contains the program names and disk location associated with each procedure in each accounting module.
7. Help File (DBSHLP-indexed) contains text messages that appear in a pop-up help window whenever function key F1 is pressed.
8. Report Work File (DBSRPT) and Report Sort File (DBSSRT) are temporary work files used when sorting records used to print a management report.
The Company Control Record contains important dates, accounting periods (YRMO), system options and sequence number counters that apply to the financial accounting modules. Generally, there is only one Company Control Record per System-ID. Procedure DB03 is used to change (modify) accounting periods each month and query Company Control Records. The accounting period number (YRMO) is composed to a 2-digit year and 2-digit month or week number and controls the time period of accounting transactions entered into the computer. Three different sequence number counters are defined in this control record, as Seqno-1, Seqno-2 and Seqno-3. The primary key of the Company Control Record is the Record-Type code, Company-ID and System-ID.
There a number of codes that the user can define by a Code Definition Record. For example, each GL account code is defined by a separate Code Definition Record. The user initiates procedure DB01 to add, change (modify), query and delete a specific Code Definition Record by entering the Code-Type and Code-No fields. The primary key of the Code Definition Record is the Record-Type code, Code-Type and Code-No.
Each user that is to have access to one or more accounting system procedures must be defined by a User Control Record. Procedure DB08 is used to add, change (modify), query and delete User Control Records. The primary key of the User Control Record is the Record-Type code and User-ID.
The General Notes Record contains comments or instructions on different data fields, such as customer number, vendor number, order number, product code, mailing name, and PO number to mention a few. Procedure DB17 is used to add, change (modify), query and delete General Notes Records. The primary key of the General Notes Record is the Record-Type code, Note-ID and Code-No.
The Database Control System operates on any x86 personal computer (pc) in the Command Prompt window using Microsoft Windows XP, Windows 7, Windows 98 and Windows 3.1. The pc can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the client or server. Additionally, the DBS software can be run on a single stand-alone pc or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows is now supported for greater usefulness.
The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the DB executable programs. The Windows database control programs are the same as the DOS database control programs for compatibility. For data archiving and historical reporting, the same DB executable programs can be run from a removable disk, such as a CD-ROM or USB flash drive; thereby eliminating the need to restore old financial data and programs to a separate hard disk drive.
This Database Control System is required to support any of the online accounting modules from Legler Systems. The DB source programs are written in COBOL, the most widely used business programming language. Each DB procedure identified on the Database Control menu corresponds to a separate COBOL program.
The DB System software cost is identified in the Software Price Sheet.
To request sample management reports and screen formats, General Information Manual or free pc demo on CD-ROM of this DB System, please e-mail Bill Legler in the San Francisco Bay Area, California.
Legler Systems Company, developer of the online Database Control software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site DBS software support in Alameda County (major cities are Oakland, Fremont, Hayward and Berkeley), Contra Costa County (major cities are Concord, Antioch and Walnut Creek) and other counties in California (CA). Free e-mail and telephone support is available throughout the United States (USA).