As the amount of data records grow some of the report routines may degrade in response time, if they are not used correctly. In order to be efficient one needs to understand the way that the data is stored on the system. The inventory, loan, and sale files have multiple index files that keep track of the data records in two sequences. The inventory file is in sequence by stock number and category code, the loans are by loan number and pledgor last name, first name, the sales are by sale number and by customer last name, first name.
A search of the inventory file may be either by stock number or by category. In the Inventory Display / Print routine there is an option (number 2) to select the sequence of the items selected. The thought to hold when using this field is to say, "is this search for a stock number or a category code?". If the search is for a stock number (or stock number range) then enter a "S" in the sequence field and enter a beginning stock number as a starting value. If the search is by a specific category (or category range) then enter a "C" in the order field and enter a beginning category code in the low category range field. In either case the routine will immediately display the first stock number or category record found.
However, if the listing is by stock number 'S' and a selection criteria is made by category, for example 300 through 499, then the routine will search the file from stock number 000001 through the end of the inventory file. Additionally if the order is by category "C" and a range of stock numbers was entered, the search would again read the entire file.
A typical situation is when a customer calls on a phone and wants to know if there is a particular item for sale. For example, the customer requests a circular saw. Use the display print of inventory, enter a print sequence of "C", and a format of C=complete. Then in the stock number field enter a low value of 1000. This says do not select any stock numbers that are bulk items. Enter a TAB key for the high stock number. In the low category value enter the category code for circular saws, for example 643. Enter either a TAB for the high category or a high category value could be 643, or higher. Enter TAB for all the other selection fields. Enter a "D" for display and the system should immediately start displaying any circular saws that are in inventory. In order to see only saws for sale, enter a 1 in the minimum quantity field so that saws that have been sold will not be displayed. OR, to find a saw that was previously sold, enter a zero “0” in the high quantity field and display a list of all saws that have been sold.
In the loan file the display order L is by loan number, and display order by N is by name. The sales and layaways file the display order by N, is by sale number, and the display order A, is alphabetically by last name, first name.
