Software Publishing Corporation PFS File and PFS Report for Macintosh manual

Members of the integrated PFS Family of Software rit Macintosh 3 file & pfs: report PFS:FILE is an easy-to-use filing system for * File_Fait_Functions Formats. personal computers. With FILE, you organize information in ‘‘forms’’ you design on the computer screen. Then you can enter 0 ie data in any order, find it, and print it quickly. Dee yataelenaar age tof the form (Cid nent form) 32 pages per form; 100 items per page Supt vers ABC Inc Retrieve on first iter in 2 seconds ountasn tree, CR 94041 Search 1,000 typical forms in 55 seconds = ia tt.75 ‘Quantity On Wand: 60 (depends on form) ee Sort and print labels or items | Search on any combination of items 2,900 forms per diskette = A (depends on form) Here is the same PARTS inventory form re-created with PFS:REPORT produces easy-to-readtables “HE on he Macintosh from data you keep with FILE. REPORT automatically sorts information alphabetically or numerically with totals, averages and counts. : ; rs inverory Contos Automatic report formatting =— bisiuis F Calculated columns »——} Description OnHand PriceEa. Value Automatic decimal point alignment =—+} —— ny M4 5 Salely__—1s ——— Alphabetic or numeric sorting so CoaxCable 1,000 Ft. 1.40 1,100.00 Automatic page numbering © Geis Mainglocias 25°" ‘tgp gets © 19125 Tiree Postion 60 17510500 MORRIS ELECTRONICS 3 pais 41357 West Shaw Avenue a Petaluma, CA 93711 3,492.75 Count 5 Parts Inventory i - Part #: 10-125 Minimum Order: 100 Description: Three Position age 1 Dimmer Switch 000000000000000000000 Supplier:. ABC Inc. This inventory report was printed using REPORT and data 121 Madison Ave. from the PARTS file maintained with FILE on the Mountain View, CA 94041 Macintosh. Price: $1.75 Quantity On Hand: 60 This form is used to maintain an inventory of PARTS. Designed for maximum ease-of-use, the PFS. Required: 128K Macintosh Computer Family of Software and your Macintosh will System get you to work right away, even if you have Recommended: Second disk drive (for files never touched a computer before. with 1,000 or more forms) ged BY oe Plt Products: Software Publishing Corporation 1901 Landings Drive, Mountain View, CA 94043 % eo 01 con® 3: software The easy way to greater productivity. Meet the PFS Family of Software, the best-selling, affordably-priced software that’s prized for its remarkable ease of use. PFS software is a fully- integrated set of tools that can increase your productivity and reduce your paperwork. Each program is designed to handle a specific job. You can purchase only the programs you need now, then add more capabilities when you're ready. Used together, PFS software programs provide a comprehensive, powerful, integrated solution to your business needs. Take the work out of paperwork. Designed for simplicity, PFS software puts all the power of the computer at the disposal of the computer novice. PFS programs speak your language, so you don't have to learn a computer language to use them. And with PFS software, you won't need to remember a lot of complicated instructions. Just pick the task you want to perform from a multiple-choice menu, and the software tells the computer what to do. To make learning easy, every PFS software program comes with a clear, step-by-step instruction manual that guides you through each task with examples and illustrations. Your PFS information management team. PFS software programs are completely integrated, so the output of one can be the input of another. All programs work with the same data to save you the time and effort of manually re-entering information for different uses. For example, PFS:WRITE can personalize a form letter with names and addresses from PFS:FILE, or include a chart from PFS:GRAPH. PFS:GRAPH takes data from PFS:FILE to produce bar, line and pie charts. PFS:REPORT creates tables from information contained in PFS:FILE. 3 PFS:REPORT PFS:FILE PFS:GRAPH PFS:WRITE VisiCalc ASCII File PFS Software Teamwork. PFS software programs work together to give you powerful, integrated solutions to your information management needs. The PFS Family of Software offers simple but powerful programs that give you the tools you need to accomplish almost anything you might want to do with a personal computer. The four basic members of the PFS Family of Software are: = PFS:WRITE — a word processing program that’s as easy to learn and use as a typewriter, but with the power of a computer. = PFS:FILE — an information management program with comprehensive filing, sorting and searching capabilities. PFS:REPORT — a report-generating program that summarizes and performs calculations on data from PFS:FILE and presents it in table form. = PFS:GRAPH - a graphics program that draws presentation quality bar, line and pie charts from PFS:FILE data, keyboard entry or VisiCalc files. PFS SOLUTIONS get you off to a fast start and help you make the most of your PFS software. PFS SOLUTIONS give you ready- made answers to recordkeeping problems, with forms and reports already designed for ou. PFS:SCHOOL RECORDKEEPER is a SOLUTIONS software package designed to handle the information management needs of school administrators. The following pages show you how each member of the PFS Family of Software can help you manage your information more easily and efficiently. For a free demonstration and additional information, visit your local PFS dealer and see for yourself why PFS software has become the most popular personal software available today. pfs: write The simplest way to put your ideas on paper. PFS:WRITE is ideal for busy people who want to make their writing time more productive. PFS:WRITE gives you the power of a word processor with the simplicity of a typewriter. It's so easy to learn, you'll probably begin working productively in less than 20 minutes. All functions are in plain English. “Help” instructions appear at the touch of a key. And the instruction manual is clearly written and easy to follow. With PFS:WRITE, what you see on the screen is what you get when you print. You can see just how your document will look—where the pages will break, how text will appear underlined or boldfaced—right on the screen. So there are no surprises afterwards. From draft to final in nothing flat. PFS:WRITE lets you write, correct and revise your business letters, memos and proposals almost effortlessly. As you type, your words appear on the screen, which is designed to resemble a blank piece of paper. You select the task to be performed from a multiple- choice menu. Should you make a mistake or decide to change the order of your text, you can make changes with just a few keystrokes. The text reformats itself to accommodate the changes. Later, if revisions are needed, search and replace power at the touch of a key makes it easy. PFS:WRITE gives your documents a professional touch with features like boldfacing and underlining, centering and justification, page headings and footings, and automatic page numbering. Its flexibility lets you adjust the page length and margins, print single- or double-spaced, even address envelopes. And PFS:WRITE works with all popular printers, so you're not locked into a few printer choices. Enhances your other software. PFS:WRITE brings out the best in your other software programs too, whether members of the PFS Family of Software, or other brands. For example, PFS:WRITE can use your information from PFS:FILE to personalize form letters, including addressing the envelopes. Further, you can illustrate your documents with charts created by PFS:GRAPH. And with the IBM and equivalent personal computers version of PFS:WRITE, you can include tables created with PFS:REPORT, or financial data from VisiCalc, Lotus 1-2-3, or other spreadsheet programs. To give you a better idea of what you can do with PFS:WRITE, on the following page are a few examples. With PFS:WRITE, you always see right on the screen how your finished product will look. This is because the screen is designed to resemble a blank sheet of paper, allowing you to see up to 22 lines of text at one time. Further, the status line always lets you know what line and what page you are working on. And if you forget how, “help” instructions at the touch of a key provide instant assistance. With PFS:WRITE, boldface, underline, and centering are screen-visible, so you can see how your document will look right away. And you can easily join and edit other documents or boilerplate paragraphs as you compose. TO:Ms.V. J. Cook FROM: JL Wainer ight SUBJECT: PRODUCT PROFITABILITY This provides a review of Super Step's long-term profit potertiel. Specificel ly, it reviews the eapested delivered Post increases and the Brand’sebility ts increase its price tooffact these cost increases. This analysis 1a based on information provided by Purchasing, Traffic, and Praduct Development CONCLUSION: Super Step 12 @ profitable project for the Company te pursue. le caneapect to recover coat increaaes through price increases end still be priced competitively. eves enygvtt reve qreeverreqeer vecap(vervve} terre ever PYYETHoeT AT PROFIT ATFuLl Line tof Page) Frenelp Ta: Allenployses FROM: ¢. Coleman (CRAIN AND CHUCK LEU JOIN SPC ‘THEY ARE HERE! touuracspradusticant’ Bretainucrtronanictanaus University located inthe foctm liaef Berta ley anachuck 13 a former HAL employee - suavecr ie are fortunate Lonave auch {ine additions to our company Please stapoy thera! t ice (theone over looting the Bay) and tnteaduce yourselt FPenrsrrepcreeevreE vVeeTYIVECPrTTvUreDSUPnOTTVERSUYVOOTT OT OPOT TOOTH OT NeMEMeLo. VEE Bolstace 1EFull Line 10f Paget a March 15, 1983 Mr, Scott D. Cook 1278 Crestwood Avenue Burlingame, CA 94010 Dear Mr. Cook, lie are very pleased to report that we successfully diverait ita your investments over the pest yeor have changed Your holdings from 75% r 26k cash toa less risty portfolio, « COOK INVESTMENT PORTFOLIO OF TOTAL 28% sTocKS 23% REAL ESTATE 7 20% MUNICIPAL BONDS 1.8% MONEY MARKET 11% STAMPS ON08 We are also pursuing settingup the trust account for your daughter. Weunderatand that the trust wii {be used to fundher ecucat ion once she reaches theage of eighteen. hen the information about the inpact that this trust will haveon your income taxes comes bact fromthe computer, if will be sent teyou. Please let me know if I canbeof further assistance toyou. With PFS:WRITE and a graphics printer, it’s easy to make a good impression. A chart like this produced with PFS:GRAPH can be inserted anywhere, adding drama and clarity to your letters. All your correspondence can be letter-perfect, because it’s so easy to make corrections and revisions with PFS:WRITE. Once revised, text is automatically reformatted right before your eyes. pfs: file The simplest way to manage your information. No matter what kind of information you need to keep track of, there’s no easier way than PFS:FILE. PFS:FILE lets you record your information faster and organize it more efficiently than conventional filing systems. What's more, it lets you retrieve and use your information in ways that just aren’t possible with paper and a filing cabinet. PFS:FILE works like a paper filing system, without the paper. With PFS:FILE, your information is organized in forms you design yourself, to meet your own specific needs. Once you've designed a form, you just fill in the blanks whenever you want to enter new information or update the old. If you change your mind about the design of your form, or need to add new categories, you can change the form easily, even after information has been entered. Keep all your facts at your fingertips. Because it’s so much easier to get at your information with PFS:FILE, you'll spend a lot less time searching files, and more time reviewing and using your information. With just a few keystrokes, you can select for viewing only the information you need now, and nothing else. For example, you can select and review all the information that is “less than”, “more than”, “equal to”, “between”, “not”, or any combination you choose. Or, you can choose “all the people whose last names begin with C” or “all the companies located in Chicago.” You can look at all the forms that meet your criteria one by one, and print the ones you're interested in with the touch ofa button. Or print selected items from your forms, such as names and addresses for mailing labels, sorted alphabetically or by zip code. PFS:FILE takes the drudgery out of converting your present paper filing system to a computer-based system, because it’s so easy to learn and use. Tasks you wish to perform are described in simple English. You won't need to remember a lot of instructions, because you select what you want to do from a menu on the screen. A clearly-written user manual guides you through the learning process with illustrated examples. Following are just a few examples of the hundreds of different ways in which people have used PFS:FILE to simplify their information management. 10 Software Publishing Corporation used this form to record daily orders, shipments and cash receipts. The form doubled as the mailed customer invoice, saving valuable hours of data re-entry. The order/invoice information entered with PFS:FILE was used with PFS:REPORT and PFS:GRAPH to produce all the firm’s monthly reports on orders received, shipments, accounts receivable, and receipts. A sales manager in the packaging industry uses PFS:FILE to keep track of all sales representatives and their related product line responsibilities, quotas, and actual sales. He uses this file with PFS:REPORT to generate product line sales by representative or territory, and a comparison of actual sales to — quota for each rep. a1 The local government of a major city uses this form to keep track of all vehicles owned by that government. At any point in time, the administrator can determine where a certain vehicle is, or how many vehicles have been rented to which departments. An avid wine connoisseur uses PFS:FILE to keep track of the contents of his wine cellar. This form allows him to check his inventory any time by wine type, name of winery, and quantity of wine on hand. A form like this can be used for recording many types of household collections, such as art, books, recipes, records or tapes, computer games or software programs. 412 33 report Reveals the meaning behind your information. PFS:REPORT is the perfect complement to PFS:FILE. It organizes your data into meaningful tables, providing averages, totals, and counts to assist your decision-making. Fast and easy to learn, PFS:REPORT is a tool that buys you time for analyzing your information. With PFS:REPORT, you can produce summaries from your PFS:FILE data in a matter of minutes. Organizing your facts, PFS:REPORT will automatically sort rows of information alphabetically and numerically, generating reports you can use for your own review, for presentations, or for inclusion in written documents. There are a variety of ways to get at and use the information in your PFS:FILE forms. With PFS:REPORT, you can summarize all of your information in columns to give you an overview of your data. Or you can select specific categories of information to be included in your report. For example, PFS:REPORT could sort your accounts payable information by billing date and give you an up-to-the-minute recap of who’s current and who's overdue. 13 Math made easy. PFS:REPORT performs calculations on your data that can reveal new relationships among your facts. It figures totals, subtotals, averages, subaverages, counts and subcounts with one or two keystrokes, so you don’t have to. If you want to perform arithmetic calculations on columns in your report, just give PFS:REPORT the equation and it will calculate and print the results in a new column! With just a few keystrokes, you can print professional looking reports with automatic centering, underlining, column alignment, titling and page numbering. Together, PFS:FILE and PFS:REPORT give you a powerful information management system you can use to analyze, plan and make better-informed decisions. 14 Information from an invoice file was used to produce this accounts receivable summary that shows how much each customer owes, the invoice number, and when the item was shipped. As receivables become past due, this report can be forwarded to accounting for use in collections. ‘CUSTOMER Name jorals —INvalce # ACCOUNTS RECEIVABLE OCTOBER 31, 1982 DATE SHIPPED A report like this tabulates sales data to show, by product, how much each salesperson has sold to date, compared with that person’s quota. It also computes the average and total WONTHLY SALES STATUS sales by product, and for all A] Product products combined. This format provides a quick way to compare the performances of sales reps, or the short-term market success of a product. Average: 2 108 fotet? 350 38 Count: 3 15 $980 bocce 30ce Fors ssi ies Foe 7356 AVATCABLE This report is a summary listing of every vehicle owned by a city government, tabulated from information entered and updated with PFS:FILE. It tells at a glance where each vehicle is currently located. Alternately, PFS:REPORT could have selected from this data a listing of all vehicles over two years old for use in vehicle maintenance planning. From PFS:FILE information entered whenever a new wine is acquired, the wine connoisseur can use PFS:REPORT to generate this wine cellar summary that shows how many bottles of each type and year remain in inventory. PFS:REPORT computed the average price of a bottle, the number of varieties, and the total number of bottles in stock. pfs: graph Get the whole picture fast. PFS:GRAPH is the ideal tool for the decision-maker who knows a picture is the fastest way to prove a point. A powerful communication and decision tool, PFS:GRAPH quickly transforms complex facts and figures into easy-to-grasp visuals. Visuals that aid in decision-making, and add eye-opening impact to your presentations and reports. PFS:GRAPH provides presentation-quality bar, line and pie charts, in color or black-and-white, in just minutes. With no tedious calculations or computer programming. That's why it’s been called the easiest-to-use graphics program around for personal computers. Computer graphics for beginners. To create your visuals, all you do is specify the kind of graph you want, and enter your information. PFS:GRAPH does the rest. It’s easy to experiment with different types of graphs until you find the best way to display your data. You can change graph types on the screen, right before your eyes, in seconds. 17 You may want to dramatize comparisons among data by mixing and matching line and bar graphs. Stack bar graphs, or display them side-by-side for comparison. PFS:GRAPH lets you put up to four graphs on a single set of axes. Automatic formatting, scaling, legend labeling and pattern-fill make it simple to create clear, informative visuals for sales presentations, meetings, reports and documentation. PFS:GRAPH prints charts in two sizes, 3” X 4” or 8-1/2" X 11”, on several popular graphics printers. It also produces color plots on paper or transparencies via a number of popular plotters. PFS:GRAPH pays its own way. PFS:GRAPH can save you time, because it works hand-in-hand with your other software. It uses information you enter from your keyboard, or retrieves data from PFS:FILE forms or VisiCalc files. And with PFS:WRITE, you can conveniently integrate a chart into the body of a letter or report. Compared with hand-drawn graphics, PFS:GRAPH can save you enough money on your first set of charts to pay for itself. Over the course of a few months, it could save you enough to pay for the computer it runs on. Including a printer or plotter! Take a look at what you'll be able to do with PFS:GRAPH. 18 PFS:GRAPH can plot a pie chart like this from PFS:FILE records of wines purchased for a wine cellar. This inventory breakdown shows at a glance how much each variety of wine contributes to the total wine inventory. The percentages are automatically calculated by PFS:GRAPH. INVENTORY BREAKDOWN CABERNET (502) ICHABLIS (S%) PINOT NOIR C152) ZINFANDEL (82) CHARDONNAY C128) CHENIN BLANC (10%2 This line chart printout provides a quick comparison of current sales with past sales, month by month. This kind of visual presentation can make the implications of important data easier to grasp. It can provide a valuable guide for future planning. You can also print the data in columns before the chart. 1981 1982 1 8000 9000 2 9000 9500 3 10000 11300 4 8000 10000 5 8000 9700 6 10000 12000 7 10500 14000 8 12000 15000 a 14000 46000 10 16000 47500 MW 20000 24000 12 24000 26000 SEASONALITY REVIEW 439 (THOUSANDS) CABERNET SHIPMENTS JPM AM MILLIONS OF DOLLARS MBPartit ions _ Desks Srapees GOchairs 19 PFS:GRAPH allows you to combine graph types, up to four on a single set of axes. The bars in this chart show the projected shipments of cabernet for each month. The line indicates the actual number of cases shipped to date. Grid lines shown here are optional. This side-by-side bar chart makes assimilation of a large amount of complex data easy. For each year, this chart shows revenues generated by rental of each of four different items. It highlights the most popular items, and shows how their sales levels increase from year to year. Automatic formatting and pattern-fill lets PFS:GRAPH produce in seconds a chart that would take hours to produce manually. 20 Stacked bars are another effective way to convey the real meaning of numbers. In this subscribers to each of three magazines. Automatic scaling and legend labeling, plus GEOGRAPHY OF SUBSCRIBERS go (THOUSANDS) chart, stacked bars and instant calculation of data, G40 contrasting pattern-fill show made this chart a snap to aa the geographical distribution of _ produce. g 20 = 10 oo cOMPTALK WICRONENS COMPUTING Mus. EUROPE Cl varan Borner See area = . F TOY MANUFACTURING CASH FLOW For a seasonal business like have been entered at the . aes toy manufacturing, a keyboard, or taken directly from combination bar and line chart _ PFS:FILE data or VisiCalc files. 10 like this provides a dramatic Plotted output like this can be visual comparison of actual produced on paper or ae receipts versus targeted transparencies for x receipts for each month of the _ presentations. year. Data for this chart could 0 cn ct soos ES e solutions 21 The shortest route to success. What could possibly be faster and easier than PFS software? Only PFS SOLUTIONS, a new concept in PFS software that saves you time and puts the full power of PFS:FILE and PFS:REPORT to work for you immediately. 22 PFS SOLUTIONS are field- tested, ready-made applications of PFS:FILE and PFS:REPORT to specific recordkeeping tasks, including: = MAIL LIST CHECKS EMPLOYEE TICKLER INVENTORY INVOICES LEDGER PAYROLL HOME BUDGET HOME INVENTORY STOCKS DISK LIBRARY With each SOLUTIONS package you get a complete form design, and from three to seven predefined reports—everything you'll need to get started streamlining your recordkeeping right away. Like all PFS software, PFS SOLUTIONS forms and reports can be customized to your special needs. SOLUTIONS are simple to learn and use, too. Each package comes with clear instructions, and gives you sample information to experiment with before you enter your own data. 23 To find the right PFS SOLUTIONS for you... BUSINESS PERSONAL oo 6, ¢ Py % % 3 % Q © % © ee, Se Be es es Cae eS Se CO CS SG 8 Ses 2 2 & 2 Brokers and Agents Real Estate, Stock, e e e e e @ e e ° Insurance Professional Services Lawyer, Doctor, e e e e e e e e e e e Accountant, Consultant Small Business Retail, Wholesale, e ° e e e e e e ° e e e Manufacturing Owner/Operator e ° e e e e e e e e e e Administrative Assistant e e e a e e e e e Supervisor/Manager e e e e e e e- Sales Representative e e e e e e e 24 MAIL LIST. Making the most of those names and addresses. MAIL LIST is the easy-to-update alternative to the address book, keeping current addresses and phone numbers always at your fingertips. Whether you're tracking customers, suppliers, sales reps, or friends for Christmas cards, MAIL LIST will help you manage the details, and will even print your mailing labels. Reports you receive with MAIL LIST include: = Alphabetic address register = Phone listing for home, work, and one extra number = Phone listing organized alphabetically by company name, showing contact names and extensions CHECKS. Tracking your cash flow. CHECKS makes it easy to keep an organized record of your banking transactions, so vital to managing your business. CHECKS also captures invoice and purchase order information that lets you quickly identify the status of each invoice, and see just how much is outstanding in payables at any time. Reports included with CHECKS are: = Sorted check list showing date written, payee, and amount = Summary and total of checks written to each payee = Summary and total of checks charged to each expense account ® Chronological deposit record, including bank adjustments ® Invoice and purchase order register EMPLOYEE. Keeping employee information current. EMPLOYEE offers a convenient way to organize and maintain vital information about your employees. Information like benefit entitlements, salaries, social security numbers and birthdays, that helps you manage your workforce effectively. You receive these reports with EMPLOYEE: = Employee benefits register ™ Salary review report = Employee birthdays chronologically, cross-referenced by supervisor name = Employee directory with home and work phone 25 TICKLER. Getting yourself organized. TICKLER is the solution for the executive on the go. It helps organize your daily schedule, recording appointments and reminding you of commitments and deadlines. It also provides a handy way to track your business expenses. These are the reports you'll get with TICKLER: ® Daily appointment schedule organized by date and day of week = Expense log for travel, meals and other business expenses ™ Quick-reference list of tickler file items due for whatever range of dates you specify INVENTORY. Taking stock of your business assets. INVENTORY lets you monitor your stock on hand to help you maintain control over your most important assets. INVENTORY also calculates the profit margin on each inventory item, so you can make timely price changes to protect your profitability. Reports you'll receive with INVENTORY include: = Suppliers list by inventory item = Purchase register showing year-to-date purchases of each item = Calculation of profit margin on each inventory item ® Price and item number list arranged by product INVOICES. Managing your receivables. With INVOICES you get a general-purpose invoice form for use in billing your customers and in tracking the status of customer orders. You'll find INVOICES data handy when you need to determine your total sales, cash receipts, and outstanding receivables. Reports provided with INVOICES are: ® Sales tax summary that calculates accrued tax payable to the State = Customer analysis that shows total sales and number of orders by each customer ® Sales history that lists all your invoices chronologically = Purchase order register that shows the status of all customer purchase orders = Cash receipts and receivables report for each invoice 26 LEDGER. Managing your business transactions. LEDGER is the ideal replacement for bulky ledger books. Just make your journal entries at your computer, and you'll be all set to prepare financial statements and trace important transactions. With LEDGER you'll get these reports: ® A General Journal that shows both sides of each entry, and whether they balance = Account closings for balance sheet and income statement accounts ® Chart of Accounts for handy reference to all account titles in your bookkeeping system PAYROLL. Managing your payroll. PAYROLL handles the tedious work of tracking withholding and other payroll information for each employee throughout the year. And it organizes your information so that completing government reports is a breeze. The PAYROLL form can also be printed and used as a payroll voucher to accompany payroll checks. The following reports are included with PAYROLL: = Summary of taxes withheld/due to Federal, State and local governments ® Calculation and listing of W-2 HOME BUDGET. Managing your money. HOME BUDGET makes it easy to track your bank and credit card transactions for fast reconciliation of your checkbook and credit card bills. You'll find this information useful in establishing a realistic budget based on actual expenses in the preceding year. Reports you receive with HOME BUDGET include: = Year-to-date and monthly expenditures by budget category = Bank checkbook reconciliation = Fixed and varying expenses information for each employee ® Itemized tax deductions = Payroll stub with year-to-date information for each employee ® Calculation of regular and overtime earnings for salaried and hourly employees = Determination of net pay based on earnings and deductions entered 27 HOME INVENTORY. Tallying your personal assets. You'll find HOME INVENTORY the convenient way to keep track of all your personal property, financial asset records and valuable documents. This information can be used for assessing your personal and household insurance requirements, and, with supporting documentation, for filing insurance and warranty claims. You receive these reports ah HOME INVENTORY: ® Household property, documents and assets by location ® Purchase price and estimated current value of personal property ® Tickler reports for review of legal documents and renewal of investments ® Serial numbers and warranty information STOCKS. ing your portfolio pron fable P With STOCKS you can quickly analyze the value of a stock portfolio, including realized and unrealized gains and losses, effective growth rates, and dividend yields. STOCK$ maintains a record of all shares you have purchased and sold, showing share location, agent and commissions. You receive the following reports with STOCKS: = Current portfolio information = Current stock values ® Unrealized gains and losses = Short and long term realized gains and losses Rank by effective growth rate Portfolio performance compared with Dow Jones index average ® Portfolio performance compared with any other user-defined index average DISK LIBRARY. Managing your hardware/software collection. DISK LIBRARY gives you instant access to important information about your computer hardware, software, games, original programs, data diskettes and tapes. It’s a handy reference for service and warranty information. And it even prints your diskette labels. Reports you receive with DISK LIBRARY include: ® Hardware/software expenditures ® Diskette labels ® Vendor and maintenance/support information ® Software by filing ID number ® Software by category ®™ Hardware serial numbers and warranty information 28 solutions 3: school recordkeeper Simple software goes to the head of the class. The PFS:SCHOOL RECORDKEEPER is a PFS SOLUTIONS product that tailors the power and flexibility of PFS:FILE and PFS:REPORT to the record keeping needs of small to medium-sized schools and organizations that offer regularly scheduled classes. It consists of four ready-to-use forms and over 30 standard reports for: = student record management = budget and requisition control ™ property and equipment inventories = room and event scheduling As easy as ABC. Used with PFS:FILE and PFS:REPORT, PFS:SCHOOL RECORDKEEPER is a remarkably simple way to computerize your school records. It’s so easy to learn and operate, anyone in the office can begin to use it productively within half an hour. With PFS:SCHOOL RECORDKEEPER, information is simply typed into forms that appear on the computer screen, much like typing information into a standard pre-printed form, only faster and easier. Functions are in plain English, and instructions to remember are few. Menu selection makes it easy to add, search, update, retrieve and print information. A clear, concise instruction guide aids learning with examples and illustrations. Does more work with less staff time. Reports that might otherwise take days to compile by hand can be produced in minutes, with a few keystrokes. Useful reports like student lists, budget reports, school and public events schedules and more. Each one automatically formatted, with centered titles, 29 columns of information tabulated and aligned, and pages numbered. Selected items of information may also be printed in a variety of useful formats, like mailing labels, alphabetized lists, or index cards. Excels at almost any task. PFS:SCHOOL RECORDKEEPER’s flexibility lets you customize forms to capture any specific information you may want or tailor reports to print information in whatever order you prefer. You can also create additional forms and reports to meet almost any other school information management need. So you can save the money you would have spent on a variety of single-purpose software programs. What’s more, with only one set of operating instructions to learn, you cut down the time and expense of training your staff. PFS:SCHOOL RECORDKEEPER takes the paperwork load off your staff's desks and puts it through the computer, where it belongs. 30 The Student Record Management component of the PFS:SCHOOL RECORDKEEPER gives you quick access to all basic student information needed for daily school operations, from homeroom and counselor assignments to emergency information, from busing lists to vaccination records, from enrollment and ethnic data to special program registration. ado include: = parent mailing labels = homeroom, counselor and locker information student lists student/parent information teacher class report student emergency data vaccinations needed student busing report test score warnings special program registration dominant language report With the Budget and Requisition Control component of the RECORDKEEPER, you'll get detailed status reports on each budget account and subaccount to supplement the monthly district budget printouts with up-to-the-minute information. Reports include: = YTD budget balance for all departments = YTD budget balance —accounts within a department ® outstanding requisitions YTD = overdue deliveries = items returned for credit 31 See a The School Property Reports include: Se = Management component ofthe _® school property report pe ee RECORDKEEPER gives you = property by location ongoing control of all school = property by funding source property, including audiovisual __™ property values by category equipment, P.E. equipment, = property being repaired musical instruments, ® repair cost analysis computers, office machines, = maintenance cost analysis and more. ™ property on loan ee With the Room and Event Reports include: fier ees Scheduling component of the = masterroom report bal : RECORDKEEPER, you'll find it ® teacher locator by class easy to get complete scheduling information on classrooms, after-school and sport events, summer and vocational education programs, and community affairs. Also included are revenue reports and operations calendars for AV and custodial staff. period = master report by type of room = room fixtures locator = public events calendar ™ special events operations schedule projected revenues from public events ® event sponsors—accounts receivable 32 The PFS Family of Software is currently available in the following versions: PFS: SCHOOL PFS: PFS: PFS: PFS: PFS RECORD- WRITE FILE REPORT GRAPH SOLUTIONS KEEPER Apple II e e e e Apple Ile e e e e e e Apple III e e e e IBM and e e e ° e equivalent personal computers Texas e e e e Instruments Professional Computer TRS-80 e e Model III and Model 4 ‘Additional hardware and software requirements are listed on the back of each PFS software package. Affordably-priced PFS software, with suggested retail pricing of $125 to $175 ($20 for each PFS SOLUTIONS product except PFS: SCHOOL RECORD- KEEPER), is available in local computer hardware and software retail stores. For more information and a free demonstration of what PFS software can do for you, visit your local PFS dealer today. Software Publishing Corporation 1901 Landings Drive, Mountain View, CA 94043 © S report Amember of the integrated PFS Family of Software oes} } Ye} | TT TT TT TT elf NI t al aati et at et at etal et et tata et al tint PLEASE complete and mail this card to receive: PFS User Group newsletters Product update information Money-saving coupons for future products A catalogue of unique accessory software eK KK USER GROUP ENROLLMENT CARD pfS:report for Macintosh Owner Name Title Company Name: Street: City: State/Country: Zip: Daytime Phone Number: | use my computer mostly for 1 Business 11 Persona! (1 Both Industry/Profession: (Circle the one most appropriate) 1 Accounting 6 Finance/Banking 11 Manufacturing 16 Ret 2 Agriculture 7 Government 12 Marketing 17 Sales 3 Construction 8 Home Management 12 Medical 18 Science/Engineering 4 Consulting 9 Insurance 14 Membership/ 19 Small Business 5 Education 10 Legal Fund ho 20 Cte: a t 15 Real Estate SOAR AAPA AA NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES BUSINESS REPLY CARD FIRSTCLASS PERMITNO.959 MTN. VIEW. CA POSTAGE WILL BE PAID BY ADDRESSEE Software Publishing Corporation 1901 Landings Drive Mountain View, CA 94043 Mac REPORT report user’s manual for Macintosh™ Program Authors: Lori Cameron and Jane Stepak Manual Author: Roland Wedgwood Support Policy To participate in Software Publishing’s support service, fill out and return the User Group Enrollment card. Warranty: Software Publishing Corporation warrants that the PFS program disk is free from defects in material and workmanship, assuming normal use, for a period of ninety (90) days from date of purchase. If a defect occurs during this period, you may return your disk to Software Publishing or its authorized dealer, along with a dated proof of purchase, where it will be replaced free of charge. Program Updates: Software Publishing will notify you of all program updates. These new versions may be obtained from Software Publishing Corporation or its participating dealer by returning your current disk along with a check in the amount specified in the notification letter. = NOTICE EXCEPT FOR THE EXPRESS WARRANTY SET FORTH ABOVE, SOFTWARE PUBLISHING GRANTS NO OTHER an WARRANTIES, EXPRESS OR IMPLIED, BY STATUTE OR OTHERWISE, REGARDING THE DISK AND RELATED MATERIALS, THEIR FITNESS FOR ANY PURPOSE, THEIR QUALITY, THEIR MERCHANTABIL- ITY, OR OTHERWISE. THE LIABILITY OF SOFTWARE PUBLISHING UNDER = THE WARRANTY SET FORTH ABOVE SHALL BE LIMITED TO THE AMOUNT PAID BY THE CUSTOMER FOR THE PRODUCT. IN NO EVENT SHALL SOFTWARE PUBLISHING BE LIABLE FOR ANY = SPECIAL, CONSEQUENTIAL, OR OTHER DAMAGES FOR BREACH OF WARRANTY. - ©1984 Software Publishing Corporation July 1984 Software Publishing Corporation 1901 Landings Drive Mountain View, CA 94043 about this manual PFS:REPORT is one of a series of easy-to-use programs in the PFS integrated Family of Software. This manual explains how to use PFS:REPORT to prepare and print tabular reports of your own design, using the information you have stored with PFS:FILE. To learn PFS:REPORT, you first need to know how to use your Macintosh. In particular, you should know how to use the mouse, the keyboard, and pull-down menus; how to drag the pointer; and how to select an icon. You can perform some PFS:REPORT tasks in more than one way using these features of the Macintosh; however, to simplify instructions, this manual suggests one technique for each task. Refer to Macintosh, the owner’s guide, to learn the full range of its capabilities. This manual contains six chapters and two appendices. The chapters give detailed instructions and examples for using PFS:REPORT. Information that appears on your Macintosh screen is presented in boldface type to distinguish it from other text. The best way to learn PFS:REPORT is to read the manual and work through the examples on your Macintosh. The appendices contain instructions on correcting errors and the example file used throughout the manual. A quick reference guide and an index are also included. If you have not already done so, please fill out and return the User Group Enrollment Card. Enrollment in this group entitles you to receive product update information and tips on using the PFS Family of Software. contents Chapter 1 What is PFS:REPORT ... About PFS:REPORT ... e winwe:s aA POW, ta RG PAPER: WVOEIS os caco certain ac) «Vere cr seagmerme cust «ola ansae 1-3 GT StARtOM nse esse ee ccleseiniee See een Chapter 2 What You Need to Use REPORT eee! Starting PFS:REPORT........ : 2-2 PFS:REPORT Menus ......... Using the Edit Menu with REPOR Using the Help Menu ......... Special Keys Used by REPORT ............... Using the Macintosh Desk Accessories with REPORT . Choosing Another File -2-5 2-6 .27 127 SIOPPINGRWONK <2 6; ssc ccs os ecg es Gees Hs Se eee 12-9 iGreaungalSINDIG HEHOMt. ca. ccc. Sheen canis Chapter 3 Choosing Print a Report vowel Choosing Forms........... -3-2 Choosing the Report Title and Print Options. . 3-4 Choosing and Organizing the Report Columns .3-8 Sorting Reports with a Single Disk Drive....................-. 3-10 Creating More Complex Reports .................-....-55- Chapter 4 Different Ways of Sorting Reports 41 Alphabetic Sorts ........... Numeric Sorts ... 43 Using Column Calculations . . . 4-4 Column Calculation Commands ........ 4-6 Using Zeros and Blanks . . 48 Starting a New Page .... 5 49 Changing the Column Headings ....... 49 Choosing the Change Headings Command . Setting New Headings.............. 4-10 Editing Heading Changes ............. 20... c cece eee eee 412 SHeniaIMVoeSs OF MONON ©. 2.62 6cn 65 ieeca wa Shas oe Hee Chapter 5 Reports Using Derived Columns... F .. 54 Filling in the Derived Columns Window . 5-2 Creating the Derived Columns Formula . 5-3 ABBORSRUSING KOYWONGS ..c:cccoccsiiats 0% wacecareieie wie cone ntenis ate een 5-6 SlOMBD a PenpitROnMet oo. niece es epeieem cede ee ace Chapter 6 Creating a New Report Format......... .. 6A Printing with a Predefined Report Format . 5 Modifying a Predefined Report Format . Removing a Predefined Report Format ............ Appendix A: Messages ...........cccc er secce rt nn nese teeennne AA Appendix B: Example File ..........00ccceceessesceensnaeeeees BA A Quick: Guide to’PES;/REPORT o)64 6 ue aceieeeiiewice eee ene QG-1 Index what is pfs:report 1-1 1: what is S:report? About PFS:REPORT PFS:REPORT is a computer program that enables you to produce tabular reports from your PFS data files. If you are familiar with PFS:FILE, you already know a lot about how to use PFS:REPORT. A report can have up to 20 columns. In preparing a report, PFS:REPORT plans the layout of each page to take the best advantage of the available space. It can sort the information in your files alphabetically or numerically, and it can perform calculations on numeric information. Suppose you have the purchase history of all the items in your inventory stored in a PFS file named PARTLIST. The blank form might look like this: " _& File Edit Functions Formats i, eZ Page 1 -- please choose forms for the report. Print report Part © Date Purchased: 1-2 pfs:report The following report (listing all items purchased in the last month) is just one example of a report that can be produced from the PARTLIST file using REPORT. °| IveNToRY LISTING 3/12/83 1° 2} sore eee lo ° | 4" lag bolts: 200 1,25 ed ° cedar shingles 4,000 0.53 Ig Bl eS es ae (3 3677 ceranic tile 600 1.07 Notice the title line. One appears on each page of a PFS report. Notice also that the name at the top of each column of the report corresponds to an item name from the PARTLIST form. Each horizontal row in the report contains information from one form in the PARTLIST file. Let’s look at another report generated from PARTLIST: ol 1° ol jo °| PARTS IN-STOCK 1° ° ° Ss! Part @ Description Quantity Price Is Pannen ageserennnrnee ee — I oy) 1678 4" Lag bolts 200 1.25 1 ° zsh cedar shingles 4,000.53 ° 3907 Inch bricks 3,000.70 (es So 3617 ceranic tile 00 1.07 what is pfs:report 1-3 This is a fairly simple report. Part # again appears as the first column. REPORT has arranged the rows in ascending order (smallest to largest) by part number and has also counted the entries in the first column to give you the number of different parts in stock. When REPORT sorts the rows of a report alphabetically or numerically, it does so according to the information in the first two columns. If the information in the first column is the same for two or more rows, PFS:REPORT sorts those rows by the information in column two. PFS:REPORT can total, average, or count the number of items in a column. It can also give subtotals, subaverages, and subcounts. The following report contains a vertical column name (Value) that does not correspond to an item name in the PARTLIST form: TOTAL VALUE OF INVENTORY 4 ag bolts cedar shingles 4 inch bricks ceramic tile In this report, PFS:REPORT calculated the Value column by multiplying the Price and Quantity columns together. You can have up to three such derived columns in a report. How PFS:REPORT Works The PFS:REPORT program has three main capal ies. These are Print a report, Create a report format, and Change headings. To print a report or change headings, you pull down the Functions menu and choose the command you want. To create a report format you pull down the Formats menu and choose the Create a report format command. 1-4 pfs:report You use the Print a report function to produce reports from your PFS files. The three-step operation lets you choose which forms from the file you want in the report, set up your printer to your specifications, and then specify which items of information go in which columns and how they are to be treated. When you have completed these three steps, your report is printed. If you want to use the same report format more than once, Create a report format lets you store the third step of the above process so that you do not have to repeat this step every time you print a report. For instance, you could store the three report formats shown above and use them to print periodic, up-to-date reports on your inventory. You give the stored report = format a name, and from then on just choose the name of the predefined format and immediately print the report. You can store up to eight report formats for each PFS file. Headings are automatically generated from the item name in your file. The Change headings function enables you to alter the headings on your report to something other than the item names. This change is especially desirable when an item name is substantially longer than any of the entries in the column. REPORT makes it easy to change any column heading in ~ the report. For example, in any of the above reports you might want to shorten the column heading from Quantity to Qty. The remaining chapters of the PFS:REPORT manual give you detailed explanations and examples of how to prepare reports, from simple ones to more complex ones with column calculations and derived columns. You also learn how to save your report formats and set the headings you want on your reports. getting started 2-1 2: getting started This chapter explains how to get started using PFS:REPORT. It describes the equipment you need and explains how to start and leave the program. The chapter also explains how to choose commands from the pull-down menus, how to use the Edit and Help menus and the desk accessories, and how to use REPORT’s special keys. When you have finished reading the chapter, and have followed its instructions, you will be ready to begin using the REPORT program. What You Need to Use REPORT To take full advantage of all the features of the REPORT program, you need the following equipment: = a Macintosh computer = an Apple Imagewriter printer, properly connected to your computer a the program disk (A spare copy is also provided, in case the original disk is damaged. Store the spare copy in a safe place.) = your PFS files = (optional) an additional disk drive or a hard disk unit PFS:REPORT can display reports on the screen of your Macintosh, but it is really designed to produce printed reports. If you do not have an additional disk drive, you may find that there are some limitations on sorting information for your report. See the section, Sorting Reports with a Single Disk Drive, in Chapter 3 for a complete explanation of these limitations. Note: This manual assumes that you do not have an additional disk drive connected to your Macintosh. Where procedures differ for two-drive systems, they are discussed separately. 2-2 pfs:report Starting PFS:REPORT You are now ready to begin using the program. The procedure for starting REPORT is slightly different depending on whether or not your Macintosh is already turned on: = If your Macintosh is turned on, exit whatever program you are using and eject the disk. Then insert the PFS program disk and double-click the icon when it appears on the desktop. (Alternatively, click the icon and choose the command Open from the File menu.) The Finder illustrated below appears on the screen. = If your Macintosh is turned off, first turn on the power. When the icon with the blinking question mark appears, insert the PFS program disk. Double-click the PFS disk icon now showing on your desktop, (or click the icon and choose the command Open from the File menu). The Finder appears on your screen: "_& File Edit view Special SSS PFs program 4 items BSIK in dick TAK available fl Era PF PFSREPORT STAFF Empty Folder System Folder fl Trash getting started 2-3 To begin the program, double-click the PFS:REPORT icon. Next you see the PFS:REPORT title window asking you to choose a PFS data file or exit PFS:REPORT. € File Edit Functions PFS:REPORT Choose a PFS data file Exit PFS:REPORT © 1984 Software Publishing Corporation Notice the oval buttons next to the options in the title window. Buttons appear on numerous REPORT windows. To make a selection using a button, position the pointer on it and click. If you choose a PFS data file, another window opens, listing the data files on your disk. If the file you want to use is on the program disk (the STAFF file, for example), click the file name and the Ok button (or simply double- click the file name). Otherwise, click the Eject button and insert your PFS file disk. A list of PFS files on the disk appears. Note: The window can only display six files at a time, so if your file disk contains more than six files, click one of the scroll arrows or drag the scroll box until the file you wish to use appears. 2-4 _pfs:report Double-click the file name you want to use. The following window appears, showing the name of the file you have selected, and directing you to make a menu selection: " _& File (dit Functions Formats Please make a menu selection, While you are using REPORT, you will often see this window. REPORT displays it when you are starting up the program and returns to it after completing many of the commands on the menus. getting started 2-5 PFS:REPORT Menus At the top of your Macintosh desktop is a set of titles on the menu bar: File, Edit, Functions, Formats, (and sometimes, Help). These are the menus available to you when you are using REPORT. To see the commands on each menu, position the pointer on the menu title (Functions, for example) and drag it down. The Functions menu looks like this: " @ File fit Formats Print a report Change headings Please make a! yagy heading changes Count forms To choose a menu command, drag the pointer down and release the mouse button on the line of your choice. Notice that most of the commands on the Functions menu appear in highlighted letters while the command Undo headings changes is dim. Highlighted commands are those you can perform at a particular stage of the program; dimmed commands are those you cannot choose at that time. 2-6 pfs:report Using the Edit Menu with REPORT When you enter search information, change headings, or edit a report format with REPORT, you may find it convenient to use some of the Edit menu features. The PFS:REPORT Edit menu looks like this: " & File Functions Formats ind screen huve | tt —_—_————— Page 1-) cut gu |r the report. Copy eC Toyee =a Feptouss| paste eu Mane: - “ address: | Clear fields Show Clipboard city Dept Phone Ext: vob Title: Monthy Salary: You can cut one item of information at a time, store it temporarily in the Clipboard, and then paste it into another location. Or, you can copy the information you have cut. To see the contents of the Clipboard, choose the last menu command, Show Clipboard. If you review changes you have made to a page of a form and find them unacceptable, you can choose the command Undo screen changes to restore that page to its original state. Suggestions for using the Edit menu features appear in chapters where they may be helpful. You can learn more about the full set of Edit features from Macintosh, your owner’s guide. getting started 2-7 Using the Help Menu When you are designing a report format, creating a predefined report format, and defining derived columns, the Help menu title appears on the menu bar. It contains all the column calculation commands that are available when creating report formats. To choose a column calculation command, click on the item you want to include as a column in your report and enter a column number. Then pull down the Help menu and choose the command you want. It appears automatically beside the number you just entered. (The commands for Page break and Keyword reports already include the number since they only function in column 1.) Special Keys Used by REPORT As you work with REPORT, you usually use the mouse to move the pointer and to perform other desired tasks. Sometimes, however, it may be more convenient to keep your fingers on the keyboard and perform specific actions from there. The keys you can use are described below: Key What It Does Confirms whatever entry you’ve made on a window so that REPORT moves on to the next step. In an alert box, pressing the Enter key is the same as clicking the heavily outlined button (for example, Ok). Enter Moves the insertion point to the beginning of the next line. Using Return in an alert box is the same as clicking the heavily outlined button. Return Tab When filling in a form, Tab moves the insertion point forward to the next item. With the Shift key pressed, Tab moves the insertion point back to the previous item. On the print options window, pressing Tab moves the insertion point from box to box and highlights the text so that you can type over it if you wish. Moves the insertion point to the left one space and erases the character in that location. Backspace 2-8 pfs:report Used in combination with the following keys, Command is a % shortcut to choosing a command from the Edit menu. X = Cut C = Copy V = Paste Used in combination with certain keys lets you enter accented and special characters. These are illustrated in Appendix A of your Macintosh owner’s guide. Using the Macintosh Desk Accessories with REPORT The full range of Macintosh desk accessories is available for you to use with REPORT. For example, you might want to decrease the speed at which your Macintosh interprets your double clicks to select icons or open files. Or, you might want to adjust the keyboard action to produce repeating characters with only a very light touch. With PFS:REPORT, you choose a desk accessory in the same manner you choose any menu command. Pull down the Apple menu at the far left of the menu bar, and choose any desk accessory command. Note: With REPORT, you may only use one desk accessory at a time. If you have a data disk in the drive when you choose a desk accessory, the disk is ejected, and you are asked to insert the PFS program disk. Choosing Another File When you want to stop using one PFS file and start working with another, pull down the File menu and choose the command Choose another file. The dialog box listing the PFS data files on the disk appears. If the file you want to use is on the list, double-click the file name. Otherwise, click the Eject button and insert the disk containing the file you want. When the PFS files on that disk appear in the dialog box, double-click the file name of the file you wish to use. Note: Sometimes, when you choose the command Choose another file, REPORT automatically ejects your data disk and asks you to insert the program disk. Insert the program disk, click the Eject button when the dialog box appears, and insert the data disk containing the file you want to use. Option getting started 2-9 Stopping Work When you want to stop using PFS:REPORT, you can either quit work altogether or move to another program. To quit work on your Macintosh altogether, pull down the File menu and choose Quit PFS:REPORT. Then close all files, eject the disk, and turn the Macintosh off. WARNING: Never turn off your Macintosh unless you have quit PFS:REPORT. IF YOU DO, YOUR PFS DATA FILE MAY BE PERMANENTLY DAMAGED. You can stop using REPORT and start work on PFS:FILE or on another program. To do so, pull down the File menu and choose Quit PFS:REPORT. After a short pause, the Finder will display all the programs on the disk in the drive, and you can select another one to work on. If the program you want to use is not on the disk in the drive, you can click the close box or choose the Close All command from the File menu. Either action will close the files on the disk. After closing the files, choose the Eject command from the File menu and remove the disk from the drive. Then replace the disk with the one you want to use and begin work. Note: If you eject the disk without closing all files, the PFS:REPORT disk becomes an “alternate” disk, displayed as a shaded icon on the desktop. If the Macintosh needs the ejected disk later, it asks for it. In this chapter you have learned how to start and quit PFS:REPORT. You have also learned how to use some of the special Macintosh features and menus with the program. In the next chapter you will learn to use the program to choose forms for your report, and to decide how you want your report to be printed and formatted. Bs _ creating a simple report This chapter explains how to use the Print a report command to prepare and print a report from a PFS:FILE data file. To print a report, you proceed through three windows. The first lets you choose which forms from the file you want to include on the report. The second lets you specify the settings for printing, such as where you want to print the report, the report title, page size, and so on. The third window lets you choose which items from the file will appear as columns in the report and the order in which they will appear. A sample file named STAFF is stored on the REPORT program disk. You will use this file as you go through the chapter to produce a simple report with your own Macintosh. Choosing Print a Report Let's use the STAFF file to prepare a simple report listing names and addresses of all the people in the file. To begin, start the REPORT program according to the instructions in Chapter 2. Click the Open button to use an existing file. At the next window, select STAFF and click the Ok button. 3-2 pfs:report REPORT then asks you to make a menu selection. Pull down the Functions menu and choose the command Print a report. A blank form from the STAFF file appears, with a message asking you to choose the forms you want in the report. The window looks like this: " _ File Edit_Functions Formats Page 1 -- please choose forms for the report. [Employee *. Hired: ame: Address: State: Phone Ext: Choosing Forms The first step when preparing a report is to indicate which forms from the file you want to include in the report. You choose the forms by filling in search information next to the item names. If you want to include all the forms from the file, leave the window as it is and click the Print report button. If you want to include only certain forms from the file, enter search information exactly as you would for the Find forms function in PFS:FILE. The types of search information are summarized below. For a complete explanation of search information, refer to Chapter 5 of the PFS:FILE manual. If you enter © PFS:REPORT finds abc abc only (uppercase or lowercase) =XYZ any entry ending xyz abe.. any entry starting abc =-Pgr.. any entry containing par simple reports 3-3 any nonblank entry ?and any four-letter word ending with ‘and’ (band, land) <10 any number less than 10 >99 any number greater than 99 =33 the number 33 =1.5 any number between 1 and 5 /=25 any number not equal to 25 IA... any entry not starting with ‘A’ dis any blank entry Note: The items you fill in with search information do not appear on the report unless you select them when entering the specifications for the format of your report (the third step in the process). When you have finished entering search information for the forms you want to include in your report, click the Print report button. Before you print your report, you may want to know how many forms in your file match the search information. The Count forms command uses search information to count the number of forms you have in a specified group, displaying the individual forms that match. For example, in the STAFF file, let’s count the number of people whose zip code starts with the number 9. Choose the command Count forms from the Functions menu. The window displays a blank form from the STAFF file. Click on the Zip item, and type 9.. as shown in the window below: File Edit Functions Formats Page 1 -- please choose forms to count. Employee *: Hired: 3-4 pfs:report When you click the Start counting button, REPORT searches for the forms and tells you how many forms it counted. To continue preparing the name and address report, pull down the Functions menu and choose Print a report again. You won't need to enter any search information because you want to include all the employees in the STAFF file in the sample report. Click the Print report button and this window appears: " _& File Edit_Functions Formats Report Title Printto © @ Printer O Screen O Disk File Ci Pause between pages Lines per page Pege width Printer coaes: | | Choosing the Report Title and Print Options The second step when preparing a report is to give your report a title and to choose printing options. You can print the report to the screen, to a disk file, or to a printer. Indicate here the lines per page and page width. This window also lets you print the report according to a previously defined report format (See Chapter 6). simple reports 3-5 The window initially shows common settings, called default values, for the print options. To select the default values, simply give your report a title and click Ok. To change a print option, either click an alternate button or press the Tab key to move the insertion point to each box and highlight it so that you can enter a new value. The different options are described below: Report Title Enter the title you wish to assign to the report. Although the box on the print options window only displays about 48 characters, including spaces, your title can be as long as the width of your paper. If you continue entering a title once the box is full, each character you type will cause a character to disappear at the other end of the box. All the characters, however, will appear in the report title when the report is printed. Print to If you want to print the report to a printer, leave the default setting of Printer. If you want to review the report on your screen, click Screen. If you want to print the report to a disk file, click Disk File. Later, you can use a word processor to access the report and include it in a document. Pause between pages Click the button if you want the printer to pause at the end of each page of the report. This pause allows you to print the report on single sheet stationery, such as your company letterhead. (This setting is ignored if you click Screen or Disk File.) Lines per page Enter the number of lines on each page of your printer paper, perforation to perforation. Position the perforation line exactly at the printer’s print head. REPORT automatically leaves a top and bottom margin. Standard 8-1/2 x 11 fanfold printer paper has 66 lines per page, which is the default value. You can adjust this value to accommodate the size of your printer Paper. The minimum number of lines you can enter for a report with page breaks and page numbers is 12. 3-6 pfs:report To print the report without page breaks or page numbers, enter 0. This is particularly useful when printing a report to a disk file, to be included later in a word processing document. If you are printing to the screen, the maximum length of a page of a report is 23 lines. To display another page, click the Next page button. Page width Enter the width of your paper (between 6 and 255 characters). The default value is 80, the width of standard 8-1/2 x 11 fanfold paper. If you enter a width greater than 80 characters or if you want to print a wider than 80-character report in condensed mode so that it fits on an 80-character page, you might have to send special characters to your printer to set it up. Note: The Apple Imagewriter’s maximum page width in ultracondensed mode is about 136 characters on standard fanfold paper. If you are printing to the screen, the maximum width of the report that can be displayed is 68 characters. If the report is too wide, an alert box will appear on the screen. If you wish to review an item that you know is in the first few columns, click Ok and part of your report will appear. Otherwise, click Cancel and start over, revising the format of your report so that it will fit on the screen. Printer codes Enter any special codes you want to send to your printer. Consult the owner's manual that comes with your printer to learn the complete range of your printer’s settings and the ASCII codes that control them. When REPORT starts printing, the ASCII numbers you enter are sent to the printer and cause it to print in the special mode for as long as the printer is on or until you enter another code. You can send up to 20 special codes. simple reports 3-7 For example, suppose you want to set the Imagewriter printer to print in ultracondensed mode (17 characters per inch), and in boldfaced mode. You would fill in the Printer codes box as shown below: " _& File Edit_Functions Formats Report Title Printto @ Printer Screen © Disk File C1 Pause between pages Lines per page Page width Printer codes [27 81 27 34 ] Special printing codes remain in effect until you exit REPORT and turn off your printer. If you wish to print another report using a different printing mode, follow either of these procedures: = Turn your printer off and on again. Then enter the codes you wish to send for your new report (or leave the box empty if the default setting is Satisfactory). = Send the codes necessary to return to normal printing. (In the above example you would enter 27 34 to cancel the boldface mode and 27 78 to return to 10 characters per inch.) When you have chosen the settings for your report, click Ok to continue. If you choose to print to a disk file, a dialog box will appear. Enter the name of the file where you want the report printed and then click Ok. Note: REPORT only temporarily stores any changes you make to the print options. The next time you start the program, the default values are again in effect. 3-8 pfs:report For the STAFF example report, just type the title Employee Name and Address Report and click the Ok button without making any other changes to the window. The report format window appears next for you to choose the items you want to include as columns in the report: "_@ File Edit Functions Formats Help % EE. TG Fill in page 1 of the report format. Emptoyee *: | Hired Nome Address city State Dept Phone Ext Job Title Honthiy Salary Choosing and Organizing the Report Columns The last step before your report starts printing is to enter the specifications for your report format. This step determines which items appear as columns in the report, and in which order they appear. REPORT automatically uses the first line of the item as a column heading. Each report can have up to 20 columns. They are numbered from 1 to 20, starting with the left-hand column. To print an item as a column in the report, enter the desired column number next to the item name. REPORT sorts the report into alphabetical or numerical order based on the information in column 1. To sort the report according to a certain item, simply make that item column 1. If the information in column 1 is the same for more than one row, REPORT sorts those rows according to the information in column 2. If you have an additional disk drive, insert a blank disk in it for REPORT to use temporarily when sorting the forms for your report. simple reports 3-9 If you do not need or do not want to sort your report, number your first column as column 3. If your report is long or complex, eliminating the sort in this way can save you some time. However, this does limit your report to 18 columns (numbered 3 through 20). For example, to print the names in alphabetical order in the example report, number the items as shown on the following screen: " _& File Edit Functions Formats Help SSS SSS sare = Fillin page 1 of the report format. Hired State: 4 Phone Ext. When you click the Print report button, REPORT begins preparing the report. First, it selects the forms that match the search information and sorts them (if you specified columns 1 and 2 in the report format window). While doing this, it displays the message “Preparing report - make a menu selection to stop.” Then it prints the report, displaying the first page of each form as it prints information from that form in the report. When it finishes printing, it informs you how many forms were printed and asks you to make a menu selection. If you change your mind and do not wish to print the report, you can stop printing at any time. Simply choose another command to stop. Although REPORT stops printing, the printer will continue printing information from forms until it reaches the end of the form that was displayed on the screen at the moment you stopped the report. 3-10 pfs:report The printed name-and-address report looks like this: ol [iS ol jo oO; Employee Name and Address Report: 1° ey) 18 ol Nane Adéress city state ap 10 ° 1 Bennet, Liza ‘754 Granville Place ‘Ridgewood Ca 93132 ie ° Calvin, Curt 254 Greentree Lane Woodville Ca 93137 bed ol Farley, Susan 5634 Ridgewood Way Wooviite ca 93137 lo Al Peters, Marvin 3224 Valley View Road Ridgewood ca 93132 lo \ Sanchez, Enrico 7831 Parkside Place Ridgewood. Ca 93132 lo ° ‘Thomson, John 869 Valley View Road Ridgewood ca 93132 ol Woodhouse, Emma 425 Oakview Way Ridgewood Ca 93132 lo ol Woolf, Janes: 9732 Sunrise Place Ridgewood Ca 3132 lo Sorting Reports with a Single Disk Drive You can use REPORT with a single disk drive, but it may impose certain limitations on the report, depending on the amount of available space on the disk that contains your PFS file. If you are not sure whether the report can be sorted, simply try it. You should experience no problems if the available space on the disk is at least as large as your file. If there isn’t enough room on the disk to sort the report, REPORT will display the message The disk is full. Try modifying the specifications for the report in one or more of the following ways, until you can produce a satisfactory report: = You can eliminate column 2, thus sorting on column 1 only. This allows you to continue using the subtotal, subaverage, subcount, keyword, and page break functions explained in Chapters 4 and 5, yet it saves space when sorting. = You can enter different search information, so that fewer forms from the file are used in the report. = You can eliminate both columns 1 and 2, so that sorting does not occur. This means you are limited to eighteen columns (numbered 3 through 20). You can use the column total, average, and count functions, but not the subtotal, subaverage, keyword, or page break functions. simple reports 3-11 The other functions of REPORT, including derived columns, are always available. If you do not want to modify your report, you can copy the forms you need to another disk by using the commands Copy design only and Copy forms in PFS:FILE. In this chapter you have learned how to print simple reports. In the next chapter you will learn how REPORT uses various sorting methods, column calculations and different headings to produce more complex reports. = 4: creating more complex reports This chapter explains how to sort reports in various ways, how to perform calculations on the values in a column, and how to change the headings that are printed at the top of each column. The examples lead you through each of these tasks. Different Ways of Sorting Reports = There are different ways to sort your reports depending on your needs. Alphabetic sorts put items in alphabetical order from A to Z. If you specify a numeric sort, then the items will be sorted in numerical order from the highest number to the lowest. The following sections describe the various ways of sorting in more detail. Alphabetic Sorts When you specify that a report have a column 1, a column 2, or both columns, REPORT automatically sorts it alphabetically according to the information in these columns. 4-2 pfs:report For example, suppose you have a file that contains abstracts of recent publications. You could prepare a report that shows publisher, author, and title for each of the publications by using this report specification: € File Edit_Functions Formats Help = = Catalog Fill in page 1 of the report format. -s Since REPORT sorts the information in the report alphabetically according to columns 1 and 2, the publications report would look like this: or jo 9} jo oO} LIST OF BOOKS 1° oH ° a mses ner rite 19 9, Eoride ond Sony Inc. Pappy damp. writng Single Software lo ° Peterson, Dorothy How to Mother a Corporaticn lg ol Rader, C.C. ‘Technical Writing Made Simple lo ol ‘Mlchon Publishing futler, Ardith an Endangered Species lo ol White, Susan Dale Improving Data Entry Accuracy lo = ol a Newoerg Review Press paffaro, 8.8. Independent Banking | E more complex reports 4-3 Numeric Sorts If you want to sort a column of numbers, you specify that the items are to be treated numerically by putting a letter N next to column number 1 or 2 on the report format window. REPORT then sorts the numbers into descending order. For example, if you wish to sort the employees in the STAFF file by salary, fill out the report format window as shown here: " _& File Edit Functions Formats Help This produces the following report: Staff Ranked Salary Report Monthly Salary Name Dept ob Title 5,000 Thomson, John Administration Conpany President 3,600 Calvin, curt Manufacturing Process Engineer 3,250 Sanchez, Enrico Manufacturing Design Engineer 3,200 Woodhouse, Ema Administration Purchasing Manager 2,100 Fawley, Susan Manufacturing Engineering Associate 1,200 Bennet, Liza Administration secretary 1,100 Peters, Marvin Manufacturing —_—Tectnician 1,000 Woolf, Janes Adninistration Personnel Clerk 4-4 pfs:report When printing numeric columns, REPORT observes the following rules: . a it ignores all characters (including spaces) other than -, ., 0, 1, 2, 3, 4, 5, 6, 7, 8, and 9. Be sure to use the number 1, not lower case |, and the zero, not the letter o. = a minus sign (—) before the first digit or after the last digit gives the number a negative value. a if there are multiple decimal points, it ignores all but the first. = when printing, it inserts commas where necessary. a it adjusts all entries in a column to the highest number of decimal places “s found in that column. , The following example shows you how you might fill in the same information on different forms in a file, and how REPORT would list the information from those same forms in a numeric column: File Item Numeric Column $1000 1,000.00 it ignores the $ and adds a comma and two decimal places. 12.5 112.50 it adds one decimal place. 1.37 dollars 1.37 it ignores the word dollars. This item has the highest number of decimal places. All other entries are adjusted to it. 2,000,137 2,000,137.00 it adds two decimal places. The numbers are not sorted in this example; however, if they appeared in column 1 or column 2, they would be sorted. Using Column Calculations REPORT can total, count, or average the numbers in a column. It can also give a subtotal, subcount, or subaverage, every time the item in column 1 changes. You specify column calculations by entering the following commands (in uppercase or lowercase) beside the column number on the form: T Total. The program automatically treats this item numerically, adds all the numbers in the column, and prints the total at the end. more complex reports 4-5 Sty Subtotal. This produces a subtotal for each new item in column 1, and a grand total at the end of the report. A Average. The program automatically treats this column numerically and prints the average at the end. SA Subaverage. This produces a subaverage for each new item in column 1, and prints an average of all the numbers at the end. Cc Count. This counts the number of entries in a column, numeric or alphabetic. sc Subcount This gives a subcount for each new item in column 1, and a complete count at the end. These commands are also available on the Help menu. Choose the command you want and it appears at the insertion point in the window. For example, to produce a report showing the average salary for all employees in the STAFF file, with subaverages by department, pull down the Functions menu and choose Print a report. When the blank STAFF form appears, click Print report to include all the employees. Next, enter the report title: Average Salaries by Department and click Ok. (If the title box still displays Employee Name and Address Report, it is highlighted and disappears as soon as you begin typing.) When the next window appears, fill it out as shown here. The entry 4SA specifies that you want monthly salaries in column 4 with the average and subaverages computed. "_@ File Edit Functions Formats Help Hired: State: Phone Ext: 4-6 pfs:report Click Print report to produce the following report: on To al 16 sl Average Salaries by Departnent Cc ol apt Nane ob Tite Monthly Salary lo ol aa lo ol Administration Bennet, Liza Secretary 1,200 lo a Thowson, John Company President 5,000 5 Woodhouse, Emma Purchasing Manager 3,200 ! S | Woolf, Janes Personnel Clerk 1,000 1° \ ° 2! —— = °y ° 3 Manufacturing calvin, Curt Process Engineer 3,600 1S H Fawley, Susan Engineering nssociate 25100 | 2 Peters, Marvin Technician 1100 ° ° ‘Sanchez, Enrico Design Engineer 3,250, lo ol lo Sl Average: 2,513 is Column Calculation Commands Let's examine how these column calculation commands are used. Suppose Dept: 1C and Phone Ext: 3SC are specified in the STAFF file report format window as shown here: "_@ File Edit Functions Formats Help ‘i ——— = STAFF = State: Phone Ext:35¢] more complex reports 4-7 This produces the following report: oy oO ° | ! © al Department Phone Count lo a lo Dent Phone Ext ol = — ees 2 ol Administration ng 10 155 ° ol Woodhouse, Emma 179 te °} Woo!t, Janes 143 ! co] 12 oy Count: 4 1 S ° | Manufacturing calvin, curt 189 Ig j Fawley, Susan 195 1, 9) Peters, Marvin 167 1 ° f ‘Sanchez, Enrico 189 2 ° The use of Count and Subcount shows you that there are two departments with four phones each, and a total of eight phones. Notice that REPORT only prints the department names once although there are four phones listed in each department. This is because REPORT will not print the same information repeatedly in column 1 if it is the same for more than one row. If you want REPORT to repeat the same information on another row, (for example, you might want to create a phone list that includes several people with the same last name), eliminate column 1 and sort on column 2. When you use T, ST, A, or SA, REPORT automatically assumes that the information in the column is numeric. As a result, any non-numeric characters are ignored, the decimal points are lined up, trailing zeros are added to make each entry the same length, and the numbers are right justified. 4-8 pfs:report When you use C and SC, however, you must also enter N if you want the column treated numerically, since C and SC can be used with non-numeric information. For example, compare these two specifications: Price: 3C Price: 3CN and then compare their results: PRICE PRICE $100 100.00 4 DOLLARS 4.00 3.99 3.99 Count: 3 Count: 3 You can have REPORT perform more than one calculation in the same column; for instance, you can have it total, average, and count the same column. If you use more than one of the column calculations, the average appears first, the total next, and the count last. You can enter the =. commands themselves in any order. For example, entering either 4 ST C or C ST 4 would produce the same result. Using Zeros and Blanks When you plan to use the calculation commands, think carefully about the difference between a 0 (zero) and a blank in your file. If you are calculating average test scores, for example, the difference between a score of zero and no score is very significant. It is especially important when using average or count. An item that contains no information is not included in the calculation, but an item that contains a zero is included. For example: The average of 4 and2is -----= =3 more complex reports 4-9 Starting a New Page Suppose you want the Average Salaries by Department report to start on a new page whenever the department changes. You can do so by entering a P (for page break) next to the column number. (P will only work in column 1.) The following report format window, differing only in adding the P, produces the same report, but with a separate page for each department. " & File Edit Functions Formats Help e Changing the Column Headings Normally, REPORT uses the first line of the item name as a column heading. It determines column widths for the report by the number of characters in the heading or by the widest entry in the column (whichever is greater). You may want to substitute a more appropriate column heading, or shorten the column headings in order to fit more columns across the page. 4-10 pfs:report Choosing the Change Headings Command - Let’s use Change headings to change a column heading for the STAFF file. Pull down the Functions menu and choose Change headings. The window displays the form design from the STAFF file: " _@ File_Edit_Functions Formats 2 Wired: State: Phone Ext Setting New Headings You enter a new heading for an item by typing the heading on the form in the same way you type information when adding information to the file. Usually you will want to shorten a heading to fit more columns in your report. more complex reports 4-11 For example, the entries in the Monthly Salary item on the STAFF form are typically only five or six characters long, but the item name is 14 characters. Thus, when that item is used as a column in a printed report, it is more than twice as wide as it needs to be. Let’s change the heading to Salary, so that the column is only six characters wide. Click on the Monthly Salary item, and type Salary as shown in the window below: Hired The new heading is automatically stored in the STAFF file when you proceed to another function. From now on, when you print a report that lists information from the Monthly Salary item, the column heading appears in its shortened form. The monthly salary report below shows the new column heading: Ol jo °| ie Oy vanthly Salaries Report fo oy } o wane dob rite 2} oe lo 2, maalastetion | eeet, clam seve 1° ° Thomson, Jom Company President . a Yoothouse, fama Purchasing Manager Io Bl Woolf, Janes Persomel Clerk | } ol Monufecturing Calvin, curt Caer outer lo ol Fores Sie alien Aomeie 710) lo ol peters, barvin Testnicten 100 io 81 Sete Gets Says cranes 31250 i 4-12 pfs:report Editing Heading Changes If you want to go back to the original item name as a column heading, or if you want to compress your column headings still further, you can modify the new headings. To modify headings that you have already entered, choose the command Change headings again. The window shows column headings previously stored for this file. You can change a heading by double-clicking on the item you want to change, to highlight it. As soon as you begin typing in the new heading, the highlighted text disappears. You can delete all the column headings stored in a file and return to the item names as they are on the form by pulling down the Functions menu and selecting Undo heading changes. An alert box appears, warning that REPORT is about to remove the new headings: " _@ File Edit, Functions Formats STAFF a Te gl i ® — es os If you want to remove the headings, click Ok and REPORT removes the headings from the file. REPORT returns you to where you were before you chose Undo heading changes unless you were at the change headings window (in which case it will ask you to make a menu selection). If you change your mind and decide not to remove the headings, click Cancel. REPORT returns you to where you were before you chose Undo heading changes. more complex reports 4-13 This chapter has been about creating more complex reports by sorting in different ways, using column calculations and changing headings. The next chapter tells you how to produce two kinds of special reports, one with columns derived from information in other columns, and the other with information identified by subject keywords. 5: special eet REPORT provides two special types of reports that are very useful. The derived columns capability enables you to produce columns in your report that are computed from the information in other columns, rather than taken directly from your data file. You can also produce reports from files containing a lot of text, using subject keywords to identify information that is important for your report. Reports Using Derived Columns A derived column is calculated from information in other columns of a report, including other derived columns. It does not correspond to an item name in a file, as do other report columns. You can have up to three derived columns in a report. For example, suppose you want to calculate a 17% bonus for each employee in the STAFF file. You can prepare a report in which REPORT calculates 17% of the monthly salary of each employee from a Monthly Salary column and puts this amount in a new column called Bonus. Then, REPORT can add the amount of the bonus to the monthly salary and place this amount in another derived column called Total Pay. 5-2. pfs:report You fill in the derived columns while you are designing your report format. First, you decide on the columns you want in your report, and then choose the command Define derived columns from the Formats menu. The derived columns window looks like this: "_@ File Edit Functions Formats Help ———————————— Sel Define derived columns for the report format. Column Heading Column Formula: Column Format Filling in the Derived Columns Window Since you can have a maximum of three derived columns in one report, there are three identical groups of options on the derived columns window. You fill in one of these groups for each derived column on a report. The options are: Column Heading: Enter the heading you want printed in the derived column. If you leave this option blank, the formula of the column is used as a heading. Column Formula: Enter the formula for your derived column. Columns in the formula are identified with a # preceding the column number. Column Format: Enter the column number for your derived column and any column calculations you want. For — example, entering a 7T tells REPORT to print this column in column 7 and total it. You can even put the derived column in column 1, which means that the program sorts on the results of the derived column calculation. special reports 5-3 Creating the Derived Column Formula You tell REPORT what calculations to perform for a derived column by developing a formula using these rules: 1. Columns in the formula are identified by # followed by the column number. For example, #1 — #5 means the value in column 1 minus the value in column 5. . Use a combination of the following mathematical operators and numbers to tell REPORT what calculations to perform: + add — Subtract * Multiply / Divide () Perform this calculation first. Parentheses can only be nested two deep. . REPORT evaluates the formula from left to right, evaluating the expressions in parentheses first. For example: #34 4% #1 means add 4 to column 3 and multiply the result by column 1. #3 + (4 * #1) means multiply column 1 by 4 and add the result to column 3. . Since REPORT works from left to right across the report, a formula must not use the values of any derived columns that are printed to its right. For example, if columns 1 and 4 of a report are derived columns, column 1 is calculated before column 4. If column 1 tries to use the derived value in column 4 in its calculation, there will not yet be a value in that column to use. . A formula can include a reference to itself. For example, a formula used in column 7 is #3 + #7. In such a case, the value used for #7 is that from column 7 of the previous row. This calculation produces, in column 7, a running total of whatever is in column 3 (its value for the first row is the value in column 3). When you have entered the derived columns information, click Ok to return to the report format window. You can make revisions to your format if you wish or have REPORT prepare and print your report. Note that REPORT always rounds derived columns to two decimal places before printing. Also, when REPORT produces a report containing derived columns, its performance may be somewhat slower. 5-4 pfs:report Let’s prepare the employee bonus report mentioned earlier. If you are already working with the STAFF file, pull down the Functions menu and choose Print a report. Since everyone gets a bonus, leave the choose forms window blank and click the Print report button. Next, type in the title Employee Bonus Report and leave the default settings for the other items as they are. The window should look like this: " _@ File Edit Functions Formats Report Title [Employee Bonus Report | Print to ®@ Printer O Screen © Disk File Ci Pause between pages Lines per poge Page width Printer codes [_ ] Click Ok, and the report format window appears. Enter a 1 in the Name item to make it the first column of the report and a 2 in the Monthly Salary item to make it the second column. The window should look like this: "_& File Edit_Functions Formats Help Hired: special reports 5-5 Now you are going to define the derived columns. Pull down the Formats menu to choose the command Define derived columns. Fill in the derived columns form as follows: "_& File Egit_ Functions Formats Help Column Heading: Total Pay Column Formula: #2 + #2 This form defines a column 3 with the heading Bonus and with a calculated value that is 17% of the amount in column 2. The second derived column, column 4, has the heading Total Pay and adds the salary amount in column 2 to the calculated bonus amount in column 3. Click Ok and REPORT returns to the report format window. Click the Print report button to print your report. It should look like this: ol yo el Employee Bonus Report US Al 1° | Name Salary Bons Total Pay ie ° ° aL Benet, Liza 1,700 208.00 1,408.00 '5 ; el Calvin, Curt 31600 iz. 212.00 (5 1 Favley, Susan 2,100 357.00 «2,457.00 1s ° Peters, Marvin 1,100 187.00 1,287.00 ol Senchez, Enrico 3250 552.50 3,802.50 lo ol Thomson, John 5,000 850.00 5,850.00 lo al Woodhouse, Ena 3,200 «544.00 «3,748.00 lo Wool, Janes 1,000 170.00 © 1,170.00, 5-6 pfs:report Reports Using Keywords When you store text information in your files, you may want to identify such information by means of subject keywords. You might identify the same form by several different keywords, if it is of interest for several different reasons. When you print a report using these keywords, the information from each form is printed once for each identified keyword. Processing a keyword report can be a fairly time-consuming task, depending on the complexity of your form and the number of keywords entered for each form. Suppose you keep a file of technical information from the magazines you read and use an item named Keyword for your keywords. The Keyword item includes all the subjects for which the article is of interest. The Abstract item gives a brief description of the article. By using the following report format, you specify columns 1, 2, and 3 and identify column 1 as a keyword sort (by clicking on the Keyword item and choosing the command 1K from the Help menu). " @ File Edit Functions Formats Help Fin page 1 of the report format. special reports 5-7 The result is a report alphabetically sorted for every different keyword entered in your file. It looks like this: ° eT KEYWORD SORT OF ABSTRACTS 16 ° | ae pie 19 ° | eo Data News: ‘This article describes the use of @ new ECL | 2 oy process to fabricate 16 RaMs for less than $4 each, 1° ° ° | Fallure Elec Times fn unsuspected cause of RAM fatlure has the ° ‘been traced. People have found that gamma radiation ol causes random temporary bit faults, lo ol lo i Weekly News A problen 1s discussed which causes prenature lo _ ° failure of memories due to warpage of the PC boards, ol especially at high temperatures. 19 ° ° a | Memory Data News This article describes the use of @ new EOL be I process to fabricate 16K RAMs for less than $4 each. Ue ° au Weekly News A problem is discussed which causes prenature V9 | failure of memories due to warpage of the PC boards, ! ° ° al especially at high temperatures, 05 | Poboards Weekly News ‘A probes fs discussed which causes premature lo = ° ol failure of memories due to warpage of the PC boards, lo a especially at high temperatures. is ol Ras Data News This article describes the use of @ new ECL lo ol process to fabricate 16 RaMs for less than $4 each. lo ol Elec Times An unsuspected cause of RAM failure has 1o oO} bbeen traced. People have found that gama radiation 1° | causes random tenporary bit faults. 1° te eR) As you can see, REPORT prints each abstract once for each keyword entered on the form. If you make the Keyword item column 1 but omit the K command, you get this report from the same information: ol 12 ol jo oO} Avene rere 1° | Keywords Magazine Abstract 12 ° ° = ! ECL Memory RAMS Data Nexs ‘This article describes the use of @ new EO. ! ° ° et process to abrinte 1k Rte for less than $4 each. 1 | ——Fatture venory pncerds weekly Nevs&problen 1s dlscused wich causes premature lo ol MilvottacieabGiaceernomataen 1S a especially at high temperatures. (ie = ol Failure RaMs Elec Times An unsuspected cause of RAM failure has lo ol been traced. People have found that gama radiation | O ol ‘causes random temporary bit faults. 10 5-8 pfs:report To identify text using subject keywords, create an item on your file form to contain your keywords. When you enter more than one keyword into the item, separate them from each other with a space (Smith Jones Brown). If you have a keyword that is really more than one word, either use an underscore between the words (Personal__Computers) or do not space between them (PersonalComputers). In this chapter you have learned to produce special reports using derived columns and keywords. In the next chapter you will learn how to save report designs that are more complicated or that you use repeatedly. 6: storing a report format REPORT allows you to design report formats and save them for repeated use. Any report you design can be saved. For example, if you design a complex report, or one using derived columns, you will probably want to save this report design. You can save up to eight different report formats for each PFS file and use them to print periodic reports in the same format. Once you have created eight formats, the command Create a report format is no longer available, and you will have to remove a format if you want to create a new design. You give each format a name up to ten characters long, and REPORT stores the format in the file. When you want to use one of these formats, you select the report format you wish to use at the same time as you give your report a title and decide upon the settings for your printer. REPORT then produces the report without your having to fill in the report format window. This command is also useful for experimenting with a variety of report formats before you decide on those you want to use. Since REPORT saves the report formats in the file, you can try out several different ones, using different names, until you find one that you like. Then simply remove the unwanted formats. Creating a New Report Format To create a report format, select the PFS data file you wish to use for your report, pull down the Formats menu and choose the command Create a report format. Then give your report format a name. When the blank form from your file appears, enter the same type of format specifications for your report as you did in the previous chapters. When you have finished, choose another command from one of the menus and REPORT saves your report format in the file you selected. You can now print the report or perform another activity. 6-2 pfs:report Let’s store a report format for the STAFF file. First pull down the Formats menu and choose the command Create a report format. A dialog box appears asking you for the name of the report format you want to create. Your screen looks like this: " & File _Edit_Functions Formats STAFF Please make a menu selection. New format name | The report format we will create in this example shows total salaries by department, so let’s name it Salaries. Type Salaries in the New format name box. Click the Ok button and the report format window for “Salaries” appears: 6 Edit_ Functions Formats Help ¥ SS Se Edit page 1 of the report format “Salaries”. Hired State: Phone Ext: store a report format 6-3 You fill in this form the same way you fill in any report format. To produce the Salaries report, enter a 2 in the Name item, a 1 in the Dept item, and a 3T in the Monthly Salary item. The window should look like this: € File Edit Functions Formats Help = STAFF Honthiy Salary: 31] Notice that the Help menu is available to make entering the report format easier. When you have finished, make a menu selection (for example, choose Print a report). REPORT saves the report format named Salaries in the STAFF file. You can now print the report or perform another activity in PFS:REPORT. Printing With a Predefined Report Format Once you