Throughout the pawn system, various modules will have file maintenance routines. These programs are used by the operator to Add, Change, Delete, and Inquire for records in the file. The routines will operate the same for all data files, therefore once you learn how to use a maintenance program in one module; it will be the same in any other module. The key fields are the unique identification that is used to access each record. Once entered, the primary key field typically cannot be changed.
Add Mode
The Add mode does just what it says. It adds a record to a file such as a new inventory, firearm, or category record. The cursor will be positioned at the first field and will advance down through each field until all fields are entered or an ESC is entered. At that time the system will go into the change mode allowing any fields to be modified in case of typing errors.
Change Mode
The Change mode is used to correct a field in a record. Enter the letter "C" and the system will prompt for the record number and then display "Change no....". At that time enter the field number to be changed and modify the data. Field 1 and sometimes Field 2 cannot be changed, they are record identification fields, also known as "KEY" fields. For example, in the inventory system, the stock number cannot be changed because it is a Key field. If an item is given the wrong key number then delete the record and add a new record with the correct key field.
Delete Mode
The Delete mode erases records from a file. The most common example is in Receipts Inventory when an item just purchased is not going to be updated to inventory. The delete routines will ask the question, "do you want to delete?" and then the user will have to type a "Y" for yes. This is a safety feature so that a record will not get deleted by accident.
Inquire Mode
The Inquire mode is used to find a particular record in a file. This mode allows one to "thumb through" a file searching for the required data. There are usually two ways of searching through records. For example, in the loan routine when an "I" is typed the cursor will move up to the loan number field and wait for the user to type in the loan number that is to be found. If the loan number is not known an ENTER can be pushed and the cursor will move down to the last name field and the operator then types all or part of the last name. When the ENTER is entered, the cursor will jump to the first name field. Enter the full first name or initial and then ENTER. This will cause the routine to start searching at that point in the file where the letters entered are the same. One should be careful when using the inquire mode, if a record is searched for and the system did not find it, the system will display the next record assuming that is where the user wanted to start inquiring through the file. Continuing to push a ENTER displays the next record.
