Before we begin constructing the tutorial application, let’s take a look at the way it works from the point of view of the user. We’ll access the invoice file and create an invoice.
PLEASE NOTE: To proceed beyond this point, the filePro Plus Tutorial Files should be installed on your system. If you have not installed the Tutorial files, reinstall filePro Plus and select the option to install the Tutorial files then continue with the Sneak Preview.
1. Press "P" or click on the ICON at your operating system prompt, then press <ENTER> to access the filePro Plus main menu. If you created an ICON during the install, click on the ICON instead of pressing "P". This will properly set your system environment.
2. At the main menu, press: "G". (Since filePro Plus is waiting for a one-character response, don’t press <RETURN>.
3. At the "Enter Menu Name" prompt, type: "fpmenu" or press the down-arrow key to move the highlight over "fpmenu" then press <RETURN>.
4. At the "Tutorial Main Menu," press: "I" or press <RETURN> for "Invoice File".
5. From the "Choose Record Operation" menu, select <3> to add records.
6. Now you are at the data-entry screen for the invoice file. The cursor is located in the "Customer Number" field. See Figure 2.
Figure 2. Invoice File Data - Entry Screen
7. Since you don’t know the customer number, press <RETURN> as if to leave the field.
8. A window appears in the center of the screen displaying a list of all the customer numbers and names currently in the customer file as shown in figure 3..
Figure 3. Invoice File Data - Customers
9. The customer you’re creating the invoice for is Mr. Brian Bell. Press the down-arrow key until his name is highlighted, then press <RETURN>.
The window is removed and Brian Bell’s customer number appears in the "Customer Number" field. The name, address, city, state, zip code, and tax rate fields are also filled in.
The "Invoice Date" field has been pre-defined to contain the date the invoice is created. It remains empty while you enter other information. When you complete and save the invoice, the date will be entered and saved with the other information.
10. The cursor automatically moves to the next field, "Product Code". Since you don’t know the product code, press: "?" and then press <RETURN>.
Another window appears containing a list of product numbers and descriptions in the product file as shown in figure 4.
Figure 4. Invoice File Data - Products
11. Use the down arrow key to highlight "202 ash tray", then press <RETURN>. The "Product Code", "Description", and "Unit Price" fields are all filled in with information from the record selected in the window. Note that the cursor is now at the "Quantity" field, waiting for a value from you.
12. For "Quantity," enter 2, <RETURN>.
Note: The "Total Cost" field, at the end of the line, has been calculated for you as well as the "Subtotal", "Tax Amount", and "Balance" fields.
13. You can save the data by pressing <ESC>, and you would have a complete invoice for the purchase of two "Ash Trays". (If you do not want to save the data, you can cancel by pressing <CTRL> <C> (same function as <CTRL> <BREAK>).
Say Mr. Bell has ordered other products. The cursor is at the "Product Code" field for the second item. Note that whenever the cursor is at the "Product Code" field, there is a prompt at the bottom of the screen which says "ENTER ITEM CODE or NEW TO ADD A NEW ITEM".
Mr. Bell ordered a lamp. For the product code, type:"203".
14. All the relevant information is added by the system, and now the cursor is at the "Quantity" field. Press <RETURN>.
Notice that the person who designed this application has told filePro Plus to supply a "1" if the user entered a product code but left the "Quantity" field blank.
15. Mr. Bell is also purchasing a brand new product that hasn’t been entered in the product file yet. In the "Product Code" field, type: "new".
16. A popup screen appears (figure 5) which lets you enter Product Number, Description, Price, Quantity On Hand, and Unit Cost:
Figure 5 - Add Product
The cursor is at the Product Code field. Type: 204
17. The cursor moves to the Description field. Type: desk set, <RETURN>.
18. The cursor moves to the Price field. Type: 29.95, <RETURN>.
19. The cursor moves to the Quantity On Hand field. Type: 50, <RETURN>.
20. The cursor moves to the Unit Cost field. Type: 15.25, <RETURN>.
21. Press <ESC> to save the new product information. You have just added a new product to the product file. The window is removed and the cursor is now located in the Quantity field.
22. The only thing left to do is enter the quantity being sold for this new product. Enter "2" and then press <RETURN>.
23. Leave the fourth line item blank. We will save this invoice in a moment by pressing <ESC>. Before we do that, however, let’s discuss some of the other things happening behind the scenes.
• The "Tax Rate" field was filled in from information in a State Tax file. The State Tax file was accessed based on the "State" field on the Customer file. The Customer file was accessed based on the data entered in the "Customer Number" field, or the choice made from the Browse Lockup window.
• Additionally, some of the data in the newly created invoice are automatically going to other files. The sales amount will be added to a year-to-date sales field for Mr. Bell (the customer) in the Customer file. The quantities of the products sold on this invoice are used to adjust the "Year To Date Sales" and "Quantity On Hand" fields on the Product file. Even after you save the invoice, you can go back and change the line items, and the customer and product files will be adjusted accordingly.
• Finally, when you save the invoice record the "Invoice Number" field is filled in automatically with the next available invoice number and the in-voice date is filled in with today’s date.
These are only some of the techniques that can be incorporated in an application created with filePro Plus. This tutorial will guide you through the application design process.
24. Press the <ESC> key to save the invoice.
You are now ready to create another invoice. Create as many as you want. When you are ready go on to another topic press <CTRL> <C> and press <X> three times to end this session and return to the filePro Plus main menu.