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The Itemized Calculator For the IBM Personal Computer PC, PC XT, PCjr, PS/2 and compatible micros Copyright 1984 by RJL Systems 106 New Haven Avenue Milford, CT 06460 203-878-0376 Trademarks The name The Itemized Calculator is a trademark of RJL Systems. The name DOS refers to PC-DOS which is a trademark of the IBM Corporation. Shareware Notice This software is distributed as Shareware. The software can be copied without restriction. If you decide to use the software, you must register the software with RJL Systems for a modest $39.00 fee. Specify if a color version of the sofware is desired when registering (color version requires color monitor). Registration includes a printed manual. C o n t e n t s Chapter 1 General Information 1 1.1 Introduction . . . . . . . . 1 1.2 The Itemized Disk File . . . 1 1.2.1 File Names . . . . . . . 2 1.3 Creating Backups . . . . . . 2 1.4 Data Entry Notes . . . . . . 3 1.5 Special-Purpose Keys . . . . 5 1.6 Printer Preparation . . . . . 6 1.6.1 Serial Printer . . . . . 6 1.7 System Shutdown . . . . . . . 8 1.8 Installation . . . . . . . . 9 1.8.1 Nonfixed-Disk Users . . 9 1.8.2 Fixed-Disk Users . . . . 11 Chapter 2 The Itemized Calculator -- A Menu Approach 13 2.1 Description of Functions . . 13 2.2 Getting Started . . . . . . . 14 2.3 Main Menu . . . . . . . . . . 16 2.3.1 Create Listing . . . . . 18 2.3.2 Add Listing Lines . . . 22 2.3.3 Change Listing Lines . . 24 2.3.4 Delete Listing Lines . . 26 2.3.5 Display Listing Lines . 27 2.3.6 Print Listing . . . . . 28 2.3.6.1 Print Sorted Listing 29 2.3.7 Update Parameters . . . 30 i 2.3.7.1 Itemized Listing Drive 30 2.3.7.2 Write Itemized Listing to Disk 31 2.3.7.3 Lines at Top of Form 31 2.3.7.4 Page Height 31 2.3.7.5 Number of Print Lines per Inch 31 2.3.7.6 Decimal Selector for Quantity 31 2.3.8 Back Up Listing . . . . 33 2.3.9 Restore Listing . . . . 37 2.3.10 Combine Two Listings . 40 2.3.11 Exiting the System . . 42 Appendix A Sample Itemized Listing 43 Appendix B Error Messages 45 Appendix C Glossary 51 Index 57 ii The Itemized Calculator C h a p t e r 1 G e n e r a l I n f o r m a t i o n 1 . 1 I n t r o d u c t i o n Welcome to The Itemized Calculator. We sincerely hope our product will be most useful in creating and maintaining itemized listings with price extensions and totals calculated. The Itemized Calculator is a multipurpose system that can be used to create and maintain shopping lists, price quotations, revenue and expense lists, stock portfolio lists, inventory lists, sales lists or any list that requires descriptions, quantities, prices, price extensions and totals. 1 . 2 T h e I t e m i z e d D i s k F i l e Each itemized listing you create and write to disk will be stored as two files: a data file and an indexed file. The indexed file is structured to point to records (a line) in the data file thereby enabling rapid access and display of individual records. The records in your itemized file will be in ascending order by category identifier. To RJL Systems 1 The Itemized Calculator gain access to a particular category, you can either enter the appropriate category identifier or browse through the file by pressing the F1 function key until you reach the desired category. The main advantage of writing your itemized listings to disk is that it allows you to proofread and edit a listing at any time. In addition, a disk itemized file serves as a useful backup for any printed listing. 1.2.1 File Names You must assign each listing you create a unique name of up to eight characters and conform to DOS rules on file names (see your DOS manual if necessary). No file name extension is allowed however. The indexed file will have the same name as the data file with the exception that there will be an extension called KEY. 1 . 3 C r e a t i n g B a c k u p s Before using the system, it is important to back up (make a copy of) The Itemized Calculator diskette to a blank diskette as a safeguard against loss or damage to the original diskette. Use the DISKCOPY command (refer to your DOS manual if necessary) to accomplish this backup. Once a backup copy is made, you can use the backup diskette and store the original diskette in a safe place for use in emergency situations. 2 RJL Systems The Itemized Calculator You should also back up each itemized listing you create or update (additions, changes or deletions). A backup facility is provided by The Itemized Calculator. This facility will be discussed in detail under section 2.3.8. It is recommended that you back up your itemized listings with this facility as well as with the DOS COPY command. Having a backup copy of an itemized listing is essential for recovering lost data (usually caused by human error) or a damaged file. In short, creating backups represents a prudent and sound data processing practice. 1 . 4 D a t a E n t r y N o t e s For certain data entry errors, such as the typing of a nondigit into a numeric field, a COBOL (the programming language in which The Itemized Calculator is written) editing feature will prevent such input and provide you a warning by beeping. Typos and other errors can be corrected with the aid of the editing keys: the cursor control left and right keys, and the backspace key. If you detect an error in a field before pressing the enter key, use the appropriate cursor control key or the backspace key for positioning and then simply retype the erroneous character(s). Note the backspace key is not always operational in an alphanumeric field -- use the cursor control keys and the space bar instead. When a field has already been entered and an error is later detected, you must use a preassigned function key (the F9 key or F7 key) to move back RJL Systems 3 The Itemized Calculator to the erroneously entered field to make a change. You can then return to the field where you originally started by using the tab or enter key. Periods shown for a field represent prompts for alphanumeric data. Data for each period of a field need not be typed, since any remaining periods left for a field will be filled with spaces. Zeroes shown for a field represent prompts for numeric data. When entering numeric data, integers (or the integer part of a number) will move from right to left. When entering prices or quantities that have both integer and decimal parts, the integer portion is entered first followed by a decimal point (period), which will move the cursor to the right of the decimal point so that you can enter the decimal part. Either the enter key or the tab key can be used for entering data. We recommend you use the enter key. In most cases, the cursor will move automatically to the next field to be entered once a field is filled thus eliminating the need to press the enter or tab key. 4 RJL Systems The Itemized Calculator 1 . 5 S p e c i a l - P u r p o s e K e y s The ESC key (escape key) can be used to exit from virtually any field on any screen. Use this key if you have made a mistake in entering a menu selection or if you just wish to discontinue inputting data for any reason. Note on some occasions where entering numeric data might cause the accidental hitting of the ESC key, the F7 key in conjunction with the ESC key is used to exit from that particular screen. Pressing the SCROLL/BREAK key while the CTRL key is depressed will cancel the execution of a program and return you to DOS. You can use this method to discontinue the printing of an itemized listing or to exit from an unrecoverable situa- tion. Always try using the ESC key first, however, before resorting to this method. Avoid the use of the system restart keys, CTRL- ALT-DEL, to exit the system since this procedure could cause serious damage to an itemized listing on disk. RJL Systems 5 The Itemized Calculator 1 . 6 P r i n t e r P r e p a r a t i o n To assure that the printing of each page of an itemized listing starts at the top of a page, set the on-line button on your printer to the off position. Then press the form feed button to position the paper to the top of a page. If the paper fails to move to the top of the page (the horizontal perforation in the paper should be aligned slightly below the top of the ribbon), you will have to position the paper manually with the printer's roller knob (refer to the applicable section in your printer manual for the correct method to do this alignment). If you align the paper manually, you should first turn the printer off before adjusting the paper and then turn it back on after alignment is made. Note it is assumed that your printer will be set to print the number of lines per inch indicated by the lines per inch parameter in your parameter file. If the initial setting of your printer is not equal to this number (6 or 8), you must either change this parameter to your printer's setting (section 2.3.7) or must use the MODE command (see your DOS manual) to reset your printer to the parameter value. 1.6.1 Serial Printer Special steps must be taken if you have a serial printer. Two MODE commands must be executed first before attempting any printouts (insert your DOS diskette in the current drive before executing these commands). One MODE command is needed to 6 RJL Systems The Itemized Calculator initialize the asynchronous communications adapt- er and the other MODE command is needed to redi- rect parallel printer output to the asynchronous communications adapter. An example of the required commands follow. MODE COM1:30,P MODE LPT1:=COM1 The parameters listed in the above example may not apply to your particular situation. You should refer to the MODE command in your DOS manual as well as the applicable section in your printer manual for complete information. To automatically have the system execute these commands, you may want to create an AUTOEXEC.BAT file on your DOS diskette which includes these two MODE commands (see your DOS manual if necessary). RJL Systems 7 The Itemized Calculator 1 . 7 S y s t e m S h u t d o w n Always exit from The Itemized Calculator before turning off your computer or performing a system restart (CTRL-ALT-DEL) by pressing the ESC key while in the main menu screen. Failure to do so could result in serious damage to an itemized listing. 8 RJL Systems The Itemized Calculator 1 . 8 I n s t a l l a t i o n 1.8.1 Nonfixed-Disk Users The first thing you must decide is whether you want your itemized listings created on your program diskette or another diskette. We recom- mend using a separate blank formatted diskette for your itemized listings since there is not much available disk space on your program diskette. If you have only a single disk drive or are not going to use a second disk drive for your itemized listing diskette, the next step is to copy the parameter file, ICPARM.FIL to your itemized listing diskette using the DOS COPY command. The parameter file is used by The Itemized Calculator to determine various parameter settings. If you are going to use a second disk drive for your itemized listing diskette, you must not remove your program diskette from its disk drive while The Itemized Calculator is executing since the parameter file must always reside on the current drive. The Itemized Calculator is placed into computer memory in an area where DOS stores its COMMAND.COM program. Every time The Itemized Calculator ends, COMMAND.COM must be placed back into its original location in memory by reinserting the DOS diskette in the current drive. To avoid this situation, you should copy COMMAND.COM from your DOS diskette to the diskette that will RJL Systems 9 The Itemized Calculator be in the current drive (either your program diskette or your itemized listing diskette). The final phase of installation is the setting of the parameter file variables to your own requirements upon initial execution of The Itemized Calculator. Each parameter is explained in section 2.3.7. Note: Those of you who are using a color/graphics display adapter must type and enter MODE CO80 to the right of the DOS prompt, A>, (your DOS diskette must be in drive A) each time you run The Itemized Calculator to obtain proper screen output. 10 RJL Systems The Itemized Calculator 1.8.2 Fixed-Disk Users The Itemized Calculator diskette should be copied to your fixed disk. Before performing this copy, you should first make sure that there are no common (duplicate) file names between the files on The Itemized Calculator diskette and the files on your fixed disk. Use the DIR command (refer to your DOS manual if necessary) to check for duplicate names. If there are duplicate names, you should rename the files with the duplicate names on your fixed disk using the RENAME command (refer to your DOS manual if necessary) to prevent their being destroyed when the copy takes place. Another choice you have is to place the files of The Itemized Calculator in a separate directory on your fixed disk. Use the DOS MKDIR and CHDIR commands (see your DOS manual if necessary) to accomplish this task. Once you are ready to do the copying, place The Itemized Calculator diskette in drive A and type and enter one of the following commands just to the right of the DOS prompt, A>, to accomplish this transfer. COPY *.* C: (or) COPY *.* D: (whichever drive applies) You will also have to copy the DOS diskette to your fixed disk if you have not already done so by inserting your DOS diskette in drive A and again following the above instructions. When you start up your system, you must make sure that there is no diskette in either drive A or B in order for the system to look for the DOS programs on your fixed disk. RJL Systems 11 The Itemized Calculator Because all programs now reside on your fixed disk, you can disregard any instruction in this booklet telling you to insert your program diskette or DOS diskette in drive A. The final phase of installation is the setting of the parameter file variables to your own requirements upon initial execution of The Itemized Calculator. Each parameter is explained in section 2.3.7. Note: Those of you who are using a color/graphics display adapter must type and enter MODE CO80 to the right of the DOS prompt, C> or D>, (your DOS programs must be in the current directory) each time you run The Itemized Calculator to obtain proper screen output. 12 RJL Systems The Itemized Calculator C h a p t e r 2 T h e I t e m i z e d C a l c u l a t o r - - A M e n u A p p r o a c h 2 . 1 D e s c r i p t i o n o f F u n c t i o n s The Itemized Calculator provides a number of functions that help you create, monitor and maintain your itemized listing file(s). Features include comprehensive file maintenance capability to add, change and delete records (lines); screen display of an itemized listing, printout of an itemized listing; combining two itemized listings into one; and facilities to back up and restore an itemized listing. RJL Systems 13 The Itemized Calculator 2 . 2 G e t t i n g S t a r t e d You should now be ready to start using The Itemized Calculator. Users who have a fixed disk need only type and enter the letters IC next to the DOS prompt, C> or D>. Those without a fixed disk should insert The Itemized Calculator diskette in drive A and then type and enter the letters IC next to the DOS prompt, A>. After the letters IC are entered, the following messages will be displayed on your monitor. The parameter file must be on current drive. Press Esc to exit, any other key to proceed. Those of you who have only a single disk drive or who are not writing your itemized listings to a second disk drive should now replace your program diskette in drive A with your itemized listing diskette (the parameter file, which should have been copied from your program diskette at installation time, must be on this diskette). Pressing any key except Esc will then produce the main menu screen. 14 RJL Systems The Itemized Calculator Note: After you see the main menu appear as shown on the next page and you insert your itemized listing diskette, do not remove any diskette(s) from its disk drive(s) until you end execution of The Itemized Calculator. RJL Systems 15 The Itemized Calculator 2 . 3 M a i n M e n u The Itemized Calculator PRESS DESIRED FUNCTION KEY MAIN MENU F1 CREATE LISTING F2 ADD LISTING LINES F3 CHANGE LISTING LINES F4 DELETE LISTING LINES F5 DISPLAY LISTING F6 PRINT LISTING F7 UPDATE PARAMETERS F8 BACK UP LISTING F9 RESTORE LISTING F10 COMBINE TWO LISTINGS ESC RETURN TO DOS You can choose one of the eleven possible selections (functions) shown above. You make a selection by simply pressing the function key (or ESC key) assigned to the desired function (e.g. pressing the F1 key for Create a Listing). If a wrong key is entered, an error message will appear near the bottom of the screen. For all data entry errors in any of the function screens, error messages will also be appear at the bottom of the screen. A list of error messages produced by The Itemized Calculator and COBOL along with a brief explanation of 16 RJL Systems The Itemized Calculator each is given in Appendix B. For DOS error messages, refer to your DOS manual. Before creating your first itemized listing, please remember to complete the final phase of installation by using the parameter update function (section 2.3.7) to set the various parameters to your own requirements. A description and walk-through of each function follow. RJL Systems 17 The Itemized Calculator 2.3.1 Create Listing Using this function will enable you to create an itemized listing. Pressing the F1 function key while in the main menu screen will produce the following screen. CREATE LISTING Enter listing file name ........ Enter title of listing .................... Enter category name ............... QUANTITY 0 PRICE 0.00 DESCRIPTION UNIT OF MEASURE Esc -> Exit F1 -> New Category F6 -> Clear Screen F7 -> Back Up Listing F8 -> New Listing F9 -> Up a Line The lines near the bottom of the screen are the selection lines and will appear on all function screens. Except for the Esc key, the selections (F1, F6, F7, F8 and F9) are only operable when the 18 RJL Systems The Itemized Calculator cursor is on one of the fields of a line (quantity, price, description and unit of measure). You create an itemized listing by first entering a unique file name (required only if writing to disk). Once a listing is created, you will have to use this name whenever you want to gain access to a particular itemized listing so always use descriptive file names (e.g. EXPENSES, SHOPLIST, REVENUES, etc.). All file names will be written on your diskette directory and can be easily recalled using the DOS DIR command. After a unique file name is entered, the cursor will move to the title of listing field. This field will appear only if printing out a listing. Any title you enter will be printed at the top of each page of a listing. Enter a title for your listing or just press the enter key if you have no title requirement. The cursor will then move to the category identifier field. A unique category identifier must be entered. If you are not grouping an itemized listing into categories, this field can represent the name of your listing on disk. After entering a unique category identifier, the cursor will move to the first field of a line (the quantity field). To enter a line, simply type and enter data for each of the fields shown. Once the unit of measure field is entered, the program calculates the price extension by multiplying the quantity field by the price field and then writes the line to disk and/or printer. The cursor will then return to the quantity field where you can enter another line or make one of the selections in the selection lines. RJL Systems 19 The Itemized Calculator Data Entry Notes: 1. Before a line is written to disk and/or printer, you can return to a field for editing using the F9 function key. 2. The maximum characters that can be typed and entered for the description field is thirty. The maximum characters that can be typed and entered for the unit of measure field is three. Note the backspace key is inoperable when editing these fields. Use the cursor keys for editing. 3. If you are categorizing your itemized listing, use the F1 function key to enter and begin a new category. Categories written to disk are placed in ascending ASCII order based on the category name you enter (ASCII codes can be found in the appendix section of your BASIC manual). Sequencing starts from the first position in the category field whether a character is entered or not (a space is an ASCII character). Note lower- case and upper-case letters are assigned different values. If you want categories to be written to disk in the order you enter them, you can add a prefix to each category identifier to achieve the desired result. One such possibility is using a numbering system such as 001, ... 050, ... 999. Notes: Since DOS first stores records in an area in memory called a buffer, DOS does not truly add a record to disk each time you input data for a 20 RJL Systems The Itemized Calculator line in your listing. Only when a buffer becomes full or when you end execution of the program does DOS take the records in the buffer and add them to disk. This is also true when you make changes and deletions to your itemized listing. The fact that you may have lines that were not written to disk by DOS is another good reason you should always exit The Itemized Calculator before turning off your computer and is also why you should never remove your itemized listing diskette until you end execution of the program. If you are creating a large listing, we recommend that you periodically back up your listing using the F7 key to prevent having to reinput your entire listing a second time should a system crash occur and result in damage to your itemized listing on disk. RJL Systems 21 The Itemized Calculator 2.3.2 Add Listing Lines Using this function will enable you to add lines to a previously created listing on disk. Pressing the F2 key while in the main menu screen will produce the following screen. ADD LISTING LINES Enter listing file name ........ Enter category name ............... QUANTITY 0 PRICE 0.00 DESCRIPTION UNIT OF MEASURE Esc -> Exit F1 -> New Category F5 -> Existing Category F9 -> Up a Line Enter the file name of the listing you want to add lines to. After the file name is entered, the program will access the first category in your listing, and the cursor will move to the quantity field where you can start inputting data and adding lines to your listing. If the first category is not where you want to begin adding lines, press the F5 key to enter the desired 22 RJL Systems The Itemized Calculator category or the F1 key to add a whole new category. To enter a line, simply type and enter data for each of the fields shown. Once the unit of measure field is entered, the program calculates the price extension by multiplying the quantity field by the price field and then writes the line to disk. The cursor will then return to the quantity field where you can enter another line or make one of the selections in the selection line. Data entry notes described in section 2.3.1 are also applicable when adding lines to a listing. Note: Before adding any lines to a listing, make sure the decimal selector for the quantity field (0 or 2) is set to the same value when the listing was created. RJL Systems 23 The Itemized Calculator 2.3.3 Change Listing Lines Using this function will enable you to modify (edit) lines in your itemized listing. Pressing the F2 key while in the main menu screen will produce the following screen. CHANGE LISTING LINES Enter listing file name ........ Enter category name or press F1 for first category ............... Esc -> Exit F9 -> Up a Line Entering the file name of the listing you want to change will move the cursor to the category field. Enter the category where you want to start making changes or just press the F1 function key to start from the first category. 24 RJL Systems The Itemized Calculator The lines in your listing will now be displayed starting with the category you selected (or the first category if you pressed the F1 function key) along with the following selection lines near the bottom of the screen. Esc -> Exit F1 -> Next Screen F3 -> Select Category F5 -> Update F7 -> Backtab F9 -> Up a Line F10 -> Down a Line To move to the desired field(s) that you want to change, use the F10 key to position the cursor on the desired line and then press the enter key until the cursor is on that field. To make a change to the field, simply type and enter the desired data. To move back up the screen, you can either use the F7 key to move backwards one field at a time or the F9 key to move up one line at a time. When you have made all necessary changes, press the F5 key so that these changes can be recorded to your itemized listing file. Note an update also takes place by pressing the enter key while the cursor is on the last field on the change screen. The rightmost field of a line, which is under the S column, is the line status field. This field is used in conjunction with the delete routine (section 2.3.4). To mark a line for deletion, enter any character other the G for the line status field. To delete all lines marked for deletion, simply run the delete routine. RJL Systems 25 The Itemized Calculator 2.3.4 Delete Listing Lines Using this function will enable you to delete unwanted lines from your itemized listing. Press- ing the F4 key while in the main menu screen will produce the file name inquiry screen. After entering the file name of the listing you want lines deleted from, you will see a message appear at the bottom of the screen informing you the program is deleting all unwanted lines. Once all lines marked for deletion (use the change listing lines routine section 2.3.3 to mark a line for deletion) are deleted, the cursor will move to the file name field, where you can exit or delete lines from another listing. Note: We recommend that you back up and restore your itemized listing (section 2.3.8 and 2.3.9) once you have deleted lines so that your itemized listing can be reorganized into its most efficient structure on disk. 26 RJL Systems The Itemized Calculator 2.3.5 Display Listing Lines Using this function will enable you to display an itemized listing. For a sample of an itemized listing, see Appendix A. Pressing the F5 key while in the main menu screen will produce the following screen. DISPLAY LISTING LINES Enter listing file name ........ Enter category name or press F1 for first category ............... Esc -> Exit F9 -> Up a Line Entering the file name of the listing you want to display will move the cursor to the category field. Enter the category where you want to start the display from or just press the F1 key to start from the first category. The lines in your listing will now be displayed starting with the category you selected (or the first category if you pressed the F1 key). After viewing the data on the screen, you can move forward in your listing by pressing the F1 key or exit by pressing any other key. RJL Systems 27 The Itemized Calculator 2.3.6 Print Listing Using this function will enable you to print an itemized listing. For a sample of an itemized listing, see Appendix A. Refer to sections 1.6 and 2.3.7 on how to obtain properly printed reports. Pressing the F6 function key while in the main menu screen will result in the following screen. PRINT LISTING Enter listing file name ........ Enter title of listing .................... Enter category or press F1 to print from beginning ............... Esc -> Exit F9 -> Up a Line Entering the file name of the listing you want to print will move the cursor to the title of listing field. Enter the title that you would like to appear on your printed listing or just press the enter key if you have no title requirement. The cursor will now move to the category field. To print just one category from your listing, enter the desired category; otherwise, press the F1 key to print the entire listing. After a message is displayed to inform you that your printer must be in ready status, the program will begin printing your itemized listing. Once 28 RJL Systems The Itemized Calculator printing is finished, the cursor will return to the category field where you can exit or do further printing. 2.3.6.1 Print Sorted Listing Use program ICSORT to produce sorted listings. RJL Systems 29 The Itemized Calculator 2.3.7 Update Parameters Using this function permits you to update the parameter file, which contains various information used by The Itemized Calculator. Pressing the F7 function key while in the main menu screen will produce the following parameter update screen. UPDATE PARAMETERS Itemized listing drive B Write itemized listing to disk N Lines at top of form 05 Page height of form 11.00 No. of print lines per inch 6 Decimal selector for quantity 0 Esc -> Exit F5 -> Update F9 -> Up a Line An explanation and description of each parameter follow. 2.3.7.1 Itemized Listing Drive Enter the letter assigned to the disk drive that will contain your itemized listing. Permissible values are A, B, C or D. 30 RJL Systems The Itemized Calculator 2.3.7.2 Write Itemized Listing to Disk This parameter determines what output is to be generated when creating an itemized listing. Enter N to have your itemized listing printed only. Enter Y to have your itemized listing writ- ten to disk only. Enter B to have your itemized listing outputted to both disk and printer. 2.3.7.3 Lines at Top of Form Enter the number of blank lines desired at the top of a form when printing out an itemized listing. 2.3.7.4 Page Height Enter the page height (in inches) of the paper (form) you are using for your printouts (e.g. 11, 8.5, etc.). 2.3.7.5 Number of Print Lines per Inch Enter 6 if you are using six lines per inch for your printouts. Enter 8 if you are using eight lines per inch. Since the eight lines per inch is optional for most printers, you must set your printer to print eight lines per inch via the DOS MODE command if you change this parameter to 8. 2.3.7.6 Decimal Selector for Quantity Enter 0 to have no decimal positions in the quantity field. Enter 2 to have two decimal RJL Systems 31 The Itemized Calculator positions in the quantity field. Note when updating, displaying or printing an itemized listing, this parameter must be set to the value used when the listing was created in order to obtain proper results. Note: Pressing the F5 key or pressing the enter key while the cursor is on the decimal selector parameter will record all changes to the parameter file. 32 RJL Systems The Itemized Calculator 2.3.8 Back Up Listing 1 Using this function will create a backup diskette of your itemized listing. This facility creates one file with the same file name as your itemized listing with the exception an extension of BAK is added. It is important that you create a backup of each itemized listing you either create or update. Having a current backup will prevent your having to reinput updates to your itemized listing later on in the event the file must be restored for any reason. Please note that this backup facility can not be used by fixed disk users if the size of your itemized listing becomes greater than a diskette can hold (however a backup can be made to a second fixed disk or the same fixed disk). In such an event, you can use IBM's BACKUP (and RESTORE) utility program under DOS 2.0 to back up your itemized listing. Pressing the F8 function key while in the main menu screen will result in the file name inquiry screen appearing. The file name of the last itemized listing you were using will be displayed. ----------- 1. A backup of an itemized listing can also be made by copying both the data file and the indexed file using the DOS COPY command. You should back up each itemized listing in this manner in addition to using the normal backup facility provided by The Itemized Calculator. RJL Systems 33 The Itemized Calculator If this listing is the one you want to back up, just press the enter key; otherwise, type and enter the correct file name. After entering a file name, you will see the following messages. Press Esc key to exit. Do not remove itemized listing file. Enter letter of backup drive _. Type and enter the drive specification of the drive where you will insert the backup diskette (permissible values are A, B, C, or D). Entering a drive specification will then result in the backup screen shown on the next page. 34 RJL Systems The Itemized Calculator BACK UP LISTING Use Esc key to exit before or after backup only. Insert backup diskette in Drive _. Then press enter to begin backup. *** TAKE ONE OF THE ABOVE ACTIONS *** You can now insert your backup diskette in the 2 disk drive you just selected. After the diskette is inserted, press the enter key and the backup will begin. When the backup is completed, the following message will appear at the bottom of the screen. Backup of itemized file completed. ----------- 2. If the backup drive you selected and the drive containing your itemized listing are identical, the backup will take place on your itemized listing diskette, and no new diskette must be inserted. RJL Systems 35 The Itemized Calculator Those who have two disk drives can now create another backup diskette (it is advisable to keep more than one) or exit and return to the main menu screen by pressing the ESC key. An important point to remember is that you should never use a backup diskette that contains your most current itemized listing backup file. If you do and the system crashes while the backup is executing, both your itemized listing and your most current itemized listing backup file could be lost permanently making recovery long and arduous. One final point is that you should never attempt to exit the backup screen while the actual backup is in progress. 36 RJL Systems The Itemized Calculator 2.3.9 Restore Listing Using this function restores (re-creates) an itemized listing when that file becomes unusable for any reason. To re-create an itemized listing, the program uses a backup file of the listing created by The Itemized Calculator backup facility (section 2.3.8). The program re-creates both the data file and the indexed file. By executing this program, an itemized listing is not only re- 3 created but also reorganized more efficiently. A reorganization does not take place if you utilize the DOS COPY command to restore an itemized 4 listing. The ability to reorganize an itemized listing is one of the principal reasons for using the backup and restore features provided by The Itemized Calculator. ----------- 3. An indexed file tends to become disorganized and inefficient to use when it has been updated frequently; therefore, it should be restored periodically. 4. The COPY command will have to be used for both the data and indexed file backups. RJL Systems 37 The Itemized Calculator Pressing the F9 function key while in the main menu will produce the following restore listing screen. RESTORE LISTING Restored listing will be written to drive B. Enter letter of backup drive_. Enter backup file name ............ Press Esc to exit The restored listing will be written to the drive indicated by the itemized listing drive parameter in your parameter file (in the above illustration drive B was selected). Place a formatted diskette in this drive. After placing your backup diskette in a drive of your choice (only if a backup is not on a fixed disk or on the same disk drive that the restored itemized listing will be written to), enter the letter associated with the backup drive. Once the backup drive is inputted, type and enter the backup file name (the file name of your listing plus .BAK). The program will now begin restoring your itemized listing. 38 RJL Systems The Itemized Calculator When the program is finished re-creating the file, the following message will be displayed. Itemized file restored successfully. You can now restore another itemized listing or exit and return to the main menu. Note: In performance tests using two disk drives, the restore facility was found to run at least five times faster with a system having a fixed disk than one without. RJL Systems 39 The Itemized Calculator 2.3.10 Combine Two Listings Using this function permits you to combine two listings into one. Pressing the F10 key while in the main menu screen will result in the following combine listings screen. COMBINE LISTINGS Enter listing 1 file name ........ Enter listing 2 file name ........ Esc -> Exit F9 -> Up a Line To combine two listings, simply type and enter the file names of the listings you want to combine. After the second file name is entered, you will see a message appear at the bottom of the screen informing you that the combining of the two listings is taking place. Once the merge is finished, you can combine two more listings or return to the main menu screen by pressing the ESC key. 40 RJL Systems The Itemized Calculator The first listing is combined into the second listing and assumes the name of the second listing. The first listing is not deleted. If you desire this listing to be deleted, you should use the DOS ERASE command for both the data and indexed files. To make sure the result of the merging was what you expected, display the combined listing using the display function (section 2.3.5). RJL Systems 41 The Itemized Calculator 2.3.11 Exiting the System Always exit from The Itemized Calculator before turning off your computer or performing a system restart (CTRL-ALT-DEL) by pressing the Esc key while in the main menu screen. Failure to do so could result in serious damage to an itemized listing. 42 RJL Systems The Itemized Calculator A p p e n d i x A S a m p l e I t e m i z e d L i s t i n g SHOPPING LIST 7-18-84 PAGE 1 DAIRY QTY UNIT DESCRIPTION PRICE EXTENSION 1.50 LB CHEESE 1.24 1.86 1.00 CTN MILK .89 .89 1.00 PNT COT. CHEESE .59 .59 1.00 HGL ICE CREAM 1.56 1.56 TOTAL 4.90 VEGETABLES 1.00 HD LETTUCE .89 .89 2.50 LB CELERY .69 1.73 .50 LB COLESLAW .69 .35 3.75 LB CARROTS .33 1.24 5.25 LB TOMATOES .30 1.58 TOTAL 5.79 RJL Systems 43 The Itemized Calculator MEATS 12.50 LB TURKEY .69 8.63 1.50 LB SALAMI 4.50 6.75 .75 LB BOLOGNA 4.50 3.38 1.25 LB HAM 3.54 4.43 TOTAL 23.19 GRAND TOTAL 33.88 44 RJL Systems The Itemized Calculator A p p e n d i x B E r r o r M e s s a g e s - Abort, Retry, Ignore * This is a DOS error message that can occur for a number of reasons. Always try to recover from this situation by correcting the applicable problem and pressing R. Avoid the abort selection if possible since your itemized listing may become damaged. - A LISTING CAN NOT BE COMBINED INTO ITSELF. * Self-explanatory. Two distinct itemized listings (different file names) are required when using the combine function. - BACKUP NOT FOUND ON DRIVE _. ENTER CORRECT NAME OR PRESS ESC TO EXIT. * The program's restore routine could not find your backup file in the drive indicated. This problem could arise if you enter an incorrect backup name, place your backup diskette in the RJL Systems 45 The Itemized Calculator wrong drive or place a wrong diskette in the backup drive. - CATEGORY IDENTIFIER NOT ENTERED. * Self-explanatory. A category identi- fier must be entered. - CATEGORY NOT FOUND. ENTER CORRECT CATEGORY. * Self-explanatory. Enter the name of an existing category in your itemized listing. - COBOL RUN TIME ERROR * There are a number of COBOL file errors and run time errors that could occur on rare cases. There is no point in providing a description and explanation of each error, since in all likelihood they would have little meaning to you. Some of these errors are of a serious nature. If you do encounter this type of error, please notify RJL Systems. - DISK SPACE FULL. BACKUP UNSUCCESSFUL. * There was not enough disk space available on the disk in the backup drive to write a backup of your itemized listing. The backup was unsuccessful. Use a diskette that contains more space. 46 RJL Systems The Itemized Calculator - DUPLICATE CATEGORY NAME. ENTER A UNIQUE NAME ONLY. * You tried to name a new category in your itemized listing with an existing category name. Enter a unique category name for each category. - DUPLICATE LISTING NAME. ENTER UNIQUE LISTING NAME. * You tried to name a new listing with an existing file name. Enter a unique file name for each itemized listing. - ENTER 0 OR 2 FOR DECIMAL SELECTOR. * You entered an incorrect decimal selector for the quantity field when updating your parameter file. Permissible values are 0 and 2. RJL Systems 47 The Itemized Calculator - ENTER 6 OR 8 ONLY FOR LINES PER INCH. * You entered an incorrect lines per inch parameter when updating your parameter file. Permissible values are 6 and 8. - ENTER A, B, C OR D ONLY. * You entered an incorrect letter for either the backup drive or the itemized listing drive while in the backup or restore routines. Permissi- ble values are A, B, C or D. - ENTER Y, B, OR N ONLY. * You entered an incorrect letter for the write to disk parameter when updating your parameter file. Permis- sible values are Y, B or N. - FILE NAME NOT ENTERED. ENTER CORRECT FILE NAME. * Self-explanatory. Enter the correct file name. - ITEMIZED FILE SERIOUSLY DAMAGED. * The structure of an itemized listing on disk for all intents and purposes has been destroyed. This situation can result from a system crash occurring while updating the file or from turning off your computer while The Itemized Calculator is still 48 RJL Systems The Itemized Calculator executing. To recover from a damaged file, restore your itemized listing using the restore facility (main menu selection 9) and your most current itemized listing backup diskette. - LISTING NOT FOUND ON DRIVE _. ENTER CORRECT NAME OR PRESS ESC TO EXIT. * One of the program's routines could not find your itemized listing in the drive indicated. This problem could arise if you enter an incorrect file name, place your itemized listing diskette in the wrong drive or place the wrong diskette in the itemized listing drive. - OVERSIZE ERROR ON CALCULATION OF EXTENSION. USE A SMALLER QUANTITY. * Computation of extension exceeds maximum allowed: 99,999,999,999.99. - RECORD LIMIT REACHED. NO MORE RECORDS CAN BE ADDED. * You tried to add more than the allowable lines a category can have. Each category can have a maximum of 999,999 lines. RJL Systems 49 The Itemized Calculator - WRONG KEY ENTERED. ENTER ONE OF THE ABOVE KEYS ONLY. * You typed and entered a key other than a function key while in the main menu screen. 50 RJL Systems The Itemized Calculator A p p e n d i x C G l o s s a r y Alphanumeric A data type that can consist of digits, letters and certain symbols. Synonymous with non-numeric. Backspace key The editing key with the leftward pointed arrow. It is located right above the enter key on the IBM keyboard. Back up The copying of a whole diskette or just desired files on a diskette onto another diskette. Copying can also take place from a fixed disk to a diskette or vice versa. Byte One character of data stored in computer memory, on disk or tape. Category identifier The identifier you assign to a particular category in your itemized listing. The maximum length of this identifier is fifteen characters long. Categories are placed on disk in ascending sequence based on ASCII codes, which can be found in the RJL Systems 51 The Itemized Calculator appendix of your BASIC manual. Note upper-case and lower-case letters are assigned different values. COBOL Acronym for Common Business Oriented Language. It is the programming language used extensively on mainframe computers for business applications. Cursor A blinking underline character appearing on the screen and denoting the position where data should be entered. Cursor control left key On the numeric keypad, this is the number 4 key which can be used for editing purposes when the numeric lock key is disengaged. Cursor control right key On the numeric keypad, this is the number 6 key which can be used for editing purposes when the numeric lock key is disengaged. Directory An area on diskette or fixed disk containing all file names and file information associated with that particular directory. Disk Synonymous with either diskette or fixed disk. Diskette A thin, flexible magnetic disk, used as a medium to store data on a permanent basis. Unlike a fixed disk, it is removable in nature. Synony- mous with floppy diskette. 52 RJL Systems The Itemized Calculator DOS Acronym for Disk Operating System. The operating system for the IBM PC. Enter Pressing the enter key, which is the key with the hooked arrow on the right side of the IBM keyboard. If data were typed prior to pressing the enter key, the data would be placed into computer memory. Esc key The escape key is located just to the left of the number 1 key on the top row of the IBM keyboard. The escape key is used to exit from a screen. Field The smallest unit of a record or a particular area in computer memory which a program can use. File An area on disk containing records of a related nature such as an inventory file, expense file or shopping list. File name A name of up to eight characters you assign to an itemized listing written to disk. To gain access to an itemized listing, type and enter the file name you used when the listing was created. For file names containing alphabetic characters, you may entered either upper-case or lower-case letters. Fixed disk A nonremovable disk. Synonymous with hard disk. Floppy diskette Synonymous with diskette. RJL Systems 53 The Itemized Calculator Formatting A process of preparing a disk (using the DOS FORMAT command) to make it usable by a program. Function A particular phase of a program de- signed for the purpose of performing one specific task. Synonymous with routine. Function key A key that can be programmed to perform a specific task for a user. The function keys are F1-F10 on the left side of the IBM keyboard. Hard disk A nonremovable disk. Synonymous with fixed disk. Input Placing data into computer memory by typing in the information via the keyboard and pressing the enter key, which is the key with the hooked arrow on the right side of the IBM keyboard. Menu A list of items (functions) from which a selection must be made. Pressing an assigned function key determines what function a program performs next. Message line A line at the bottom of a screen where either error or informative messages are displayed by a program. Non-numeric A field that can contain both digits and nondigits. Synonymous with alphanumeric. 54 RJL Systems The Itemized Calculator Numeric A field that can contain only digits. Off-line Pertaining to equipment unaccessible to your computer such as a diskette not on a disk drive or a disconnected printer. On-line Pertaining to equipment accessible to your computer such as a diskette on a disk drive or a video display that is connected and turned on. Parameter A field that can take on more than one value. A program uses this value to place in a calculation or to determine a particular operation to perform. Prompt A character(s) indicating where data can be entered on the screen. The DOS prompt is usually the > character preceded by the drive designator. The Itemized Calculator prompts are periods for alphanumeric data and zeros for numeric data. Record A basic unit of a file consisting of a group of fields that contain pertinent information concerning one subject. Routine A particular phase of a program designed for the purpose of per- forming one specific task. Synonymous with function. Screen The output to the video display. RJL Systems 55 The Itemized Calculator Selection line A line(s) near the bottom of a screen where a selection of options available for a particular screen is displayed. System Crash Failure of the computer system to remain running (e.g. a system crash caused by a power outage). Tab key The key with both a leftward and rightward pointed arrow. It is located just below the Esc key on the IBM keyboard. This key can be used in lieu of the enter key. Type Pressing any key where a character is assigned. The enter key, tab key and other special purpose keys are not included. Type and Enter Typing in data; then pressing the enter key. After the enter key is pressed, the data is placed into computer memory. Update To modify a file by either adding, deleting or changing a record(s). 56 RJL Systems The Itemized Calculator I n d e x MODE command combine two 6 listings 40 A combine two add listing listings lines 22 screen alphanumeric 40 4 COMMAND.COM 9 COPY command B 3, 9, back up 11, 33, listing 37 33 create backspace key listing 3 18 backup 2, 13, CTRL key 5 33, 34, cursor 3 35, 36, cursor 37 control backup screen left key 35 3 cursor C control category right identifier key 3 1, 19 change D listing damaged file lines 24 3 COBOL 3, 16 data entry 3 The Itemized Calculator data file 1, ESC key 5, 33, 37, 16, 40 41 exiting The decimal Itemized selector Calculator for 8, 42 quantity 31 F delete field 3, 4, 5 listing file 13 lines 26 file names 11 description fixed disk of 11, 14, features 33 13 fixed disk DIR command users 11 11 form feed 6 directory 11 formatting 9 disk 11 function key DISKCOPY 3, 16 command functions 16 2 diskette 2, I 11, 33, indexed file 35 1, 33, display 37, 41 listing input 3 lines 27 installation DOS 5 9 itemized E listing editing keys 2, 9, 3 33, 37 enter key 4 itemized ERASE command listing 41 drive Error parameter Messages 30, 38 16 The Itemized Calculator parameter 6, L 30 lines at top parameter of form file 6 parameter parameter 31 update lines per screen inch 30 parameter print listing 6 28 printer M preparation main menu 36 6 main menu prompt 4 screen 14, 16 R menu 5, 14, recovering 36 lost MODE command data 3 6, 31 RENAME command N 11 non-numeric 4 reorganized number of 37 print restore 13 lines restore per inch listing parameter 37 31 routine 25 numeric 3 S O SCROLL/BREAK off-line 6 key 5 on-line 6 selection line 18, P 19, 23, page height 25 parameter selections 16 31 The Itemized Calculator serial update printer parameter 6 file 30 system crash 8, 36 W system write shutdown itemized 8, 42 listing to disk T parameter tab key 4 31 U update 3, 25, 30