We look upon the system as a tool for you to work with, and we do not wish to turn you into computer "nerds", but there is inevitably a small amount of "jargon", which we hope to get out of the way now. By way of definition, a database is a structured way of storing text and numbers (data), by storing the data in a record which has a "key (code)", and storing the text and numbers in fields against that code. We have already configured the necessary databases so that you can concentrate on the practical use of the system, namely documenting and managing export consignments.
As the saying goes there is no gain without pain, and to reduce time in processing a consignment, it is more efficient if you store the repetitive elements of data against a code or key, Unfortunately the data does need creating in the first place and there is the pain, but once it is set up, merely by instructing the system to merge a record and selecting the appropriate key, then that data will be merged into a consignment thus saving a considerable amount of typing and checking time.
Formwise consists of a main file of "header" information, where there is only one item per consignment, eg forwarder, vessel etc., and a number of sub-files which contain the multiple records of a consignment, eg its invoice items, charges, shipping descriptions, cases, hazard descriptions etc.
You can access the databases by either clicking on the Static Data option of the toolbar.
As you can see from the above screen capture, you will then be presented with a choice list of some or all of the following :-
SUB-FILES: HEADER RECORDS:
STAND-ALONE:
Databases – The Mechanics:
If you wish to view what is in a database, then either :-
a. click on the Database icon option on the toolbar, or
b. click on the words Static Data, and
you will then be presented with a choice list, merely left button click with the mouse on the appropriate selection.
You should then move to a screen entitled "?? Maintenance", where "??" represents the database you selected, and the system will be displaying a record in the database. This will be the first record if you have just started up the system, but if someone has used the system before you, on the same computer, then the system will remember the last record they were amending.
Please note that if you are browsing through even a multi-tab record you can use a wheel moused as an alternative to clicking on the scroll bar.
There are a number of buttons above the actual screen, and we will go through what they do.
The four buttons to the side of the code,
will take you to the first, previous, next, or last record in the database. Please go ahead and click on the buttons to see what happens. Moving through one record at a time can also be achieved using a wheeled mouse.
will take you to the first, previous, next, or last record in the database. Please go ahead and click on the buttons to see what happens. Moving through one record at a time can also be achieved using a wheeled mouse.
To find a specific record, you could either click into the code and delete it off what is there, or click twice on the
(drop down) icon to the side of the code. This latter action will clear the code and wait for you to type one. As soon as you start to type a code, which is not a complete code stored in the system, you will see that an additional button
appears. This represents a "New" record. As you type further digits of the code, if it becomes a valid code against which data is stored in the system, then that record will be displayed. If you carry on typing or delete some of the code, again the "New" icon will appear, and if you wish to create a new record with that code, then you can click on the button and then add the data and click the
"Save" button when ready. (The icon is a representation of a floppy disk, although we have heard it called the TV icon).
(drop down) icon to the side of the code. This latter action will clear the code and wait for you to type one. As soon as you start to type a code, which is not a complete code stored in the system, you will see that an additional button
appears. This represents a "New" record. As you type further digits of the code, if it becomes a valid code against which data is stored in the system, then that record will be displayed. If you carry on typing or delete some of the code, again the "New" icon will appear, and if you wish to create a new record with that code, then you can click on the button and then add the data and click the
"Save" button when ready. (The icon is a representation of a floppy disk, although we have heard it called the TV icon).
NB the system has a maximum display in the "drop down list" of 500 codes, so if the code you are wanting is not displayed because the list stops short, then type in the first few digits of the code and then click on the drop down.
If you wish to amend the data stored, please click on the
(Amend or File open) button, and you can amend the data as necessary.
(Amend or File open) button, and you can amend the data as necessary.
Please note that the system defaults to "insert" mode, in that text will be inserted at the cursor's location unless you press the "Insert" button to toggle into "Over-type" mode. The text on a default screen will be yellow letters on a blue background, whereas in Over-type mode the text will be white.
One additional point is that to toggle between upper and lower case characters, please highlight the text you wish to change and press the "F7" key.
Please note that the buttons have changed to only those which are allowable, namely :-
1. Notepad
:
to create a notepad which is stored against the record to remind the user of specific facts about this record, eg specific comments about a consignee etc. Merely click on the button and a screen will appear to store any specific notes, eg export license required if stored against a product.
:
to create a notepad which is stored against the record to remind the user of specific facts about this record, eg specific comments about a consignee etc. Merely click on the button and a screen will appear to store any specific notes, eg export license required if stored against a product.
If a notepad has already been stored against a record, then the notepad icon will
be coloured red.
2. Merge
: it may be that the new record may be very similar to an existing record, eg a product available in multiple sizes, where instead of re-typing the whole record, it is possible to merge in the similar record and merely change the size etc. To do this simply click on the drop down list to select the base record. If the selected product already has a Notepad stored against the record then the red notepad icon will appear and you can click on it to view the contents. Alternatively you can click on the merge button and then edit the data to the new specification, and then click on the
Save button.
: it may be that the new record may be very similar to an existing record, eg a product available in multiple sizes, where instead of re-typing the whole record, it is possible to merge in the similar record and merely change the size etc. To do this simply click on the drop down list to select the base record. If the selected product already has a Notepad stored against the record then the red notepad icon will appear and you can click on it to view the contents. Alternatively you can click on the merge button and then edit the data to the new specification, and then click on the
Save button.
3. Cancel
: to quit editing this record without saving any data. This may be useful if you suddenly realise you are amending the wrong record,
: to quit editing this record without saving any data. This may be useful if you suddenly realise you are amending the wrong record,
4. Save
: to save the data and return to what is effectively a browse mode,
5. Address Labe Print: On some records the icon,
will be available and by clicking on it a sheet of address labels
(Avery L7163 - 14 per page) will be created.
On saving or cancelling the amendment of data, please note that the icons on the toolbar revert to the ones displayed before starting the edit.
: to save the data and return to what is effectively a browse mode,5. Address Labe Print: On some records the icon,
will be available and by clicking on it a sheet of address labels
(Avery L7163 - 14 per page) will be created.
In some fields, especially where the data is a code
for example the terms of delivery, as you click into the field, the system will invite you to "Double-click for a list". If you click on this
symbol
you can then move through the list, and click in the correct option, and either
that code, or one associated with an item in the list will appear in the data.
you can then move through the list, and click in the correct option, and either
that code, or one associated with an item in the list will appear in the data.
NB the working of the drop down differs from the DOS/Unix system in that you
can only type the first character, and you will need to cursor up/down from
the first item in the list.
On saving or cancelling the amendment of data, please note that the icons on the toolbar revert to the ones displayed before starting the edit.
There is a further icon
, which gives you the opportunity, with a code highlighted,
to delete that record, but you will be asked to confirm the deletion, so all is not lost if the
option is selected accidentally. If you do delete a record from a file, then the system will
re-display data starting at the code AFTER the deleted item.
, which gives you the opportunity, with a code highlighted,
to delete that record, but you will be asked to confirm the deletion, so all is not lost if the
option is selected accidentally. If you do delete a record from a file, then the system will
re-display data starting at the code AFTER the deleted item.
So much for the mechanics of entering data, what we suggest is that you study each
of the databases in turn to extract data from your sample consignment. Links to the
various databases are available at the top of this page.