There are four main tasks that can be done when doing data entry: Searching Records, Adding Records, Changing Records, and Deleting Records. Each of these main data entry tasks has one or more function keys for performing the task. The table below shows the function keys used to perform each of the main tasks:
Task Function Key/Button
Searching QUERY <F2>
or GOLD QUERY <F1> <F2>
or GOLD FIND <F1> <F3>
Adding ADD <F6>
Changing QUERY <F2>
or GOLD QUERY <F1><F2>
or GOLD FIND <F1><F3>
Deleting QUERY <F2>
or GOLD QUERY <F1><F2>
or GOLD FIND <F1><F3>
GOLD <F1> D or DELETE
Finding a particular record takes two steps. First, you must describe what you are looking for. Second, you request the system to search for matching records.
To describe the record you want, begin by pressing the QUERY <F2> button. This places the screen in QUERY mode as shown below.
Now you can position the cursor and type known information about the desired record. For example, suppose you know the vendor's sales representative for a purchase order is "Linda". Press the TAB key until the cursor is in the Vendor Rep. field and enter Linda.
Pressing the FIND <F3> button searches for the first purchase order whose Vendor Rep. field matches Linda.
Other matching records can be found by pressing the FIND button.
Single field queries as shown above often match more records than you want to examine. To reduce the number of matching records, you must specify more information for the query. To continue our previous example, suppose that you also know that the company purchasing agent is "Kevin" and that the order was dated after the first of the year. This query can be entered as shown below.
As before, pressing the FIND <F3> button displays matching records.
The QUERY and FIND functions search for records in the file by starting at the beginning of the file and proceeding to the end of the file. When the QUERY button <F2> is pressed the first record in the file that matches the search pattern is being queried. When the FIND NEXT button <F3> is pressed the next record in the file that matches the search pattern is displayed.
In some instances a record in a large data file may be accessed more quickly by searching for it starting at the end of the file. The QUERY function can be made to start its search with the last matching record by pressing the GOLD key <F1> before pressing the QUERY key <F2>. This means the last record in the file that matches the search pattern is queried.
The direction of the FIND function's search can also be reversed if the GOLD key <F1> is pressed just before pressing the FIND key <F3>. As was explained above, each time the FIND NEXT button <F3> is pressed, the next record in the file that matches the search pattern is displayed. By pressing the GOLD key <F1> before pressing the FIND key <F3> the direction of the search is reversed and the previous matching record is displayed. The GOLD <F1> FIND<F3> keys and the FIND <F3> key can be used to move back and forth in the file.
Adding new records is a two step process. First, the data must be entered into the entry fields of the screen. Second, the new data must be saved.
Before any data can be entered into the entry fields, the screen must be in Add mode. To put the screen into Add mode, press the ADD <F6> button.
Now, the entry fields can be filled in as desired.
After you have entered your data and are satisfied with how it looks, press the STORE <F5> button to save the data.
Changing a record is a two or three step process. First, the record must be displayed on the current screen. If the desired record is already displayed, this step can be omitted. The second step is to make the changes to the data. Finally, the changes need to be saved.
Finding the record to be changed has already been covered (see "Searching Records"). With the desired record displayed on the screen, press the UPDATE <F4> button. This places the screen in Update mode and allows the contents of the entry fields to be changed.
After all of the changes have been made, the final step is to save the changes by pressing the STORE <F5> button.
This saves the changes made, and puts the screen into Find mode or no-mode, depending on the previous mode.
Deleting a record is a two step process. First, the record must be displayed on the current screen. If the desired record is already displayed, this step can be omitted. The second step is to remove the record.
Finding the record to delete has been covered (see "Searching Records"). With the desired record displayed on the screen, press the DELETE button or GOLD <F1> key and type the letter D. To indicate the record has been removed, the fields of the current screen are cleared.
When you delete the header portion of a transaction (purchase orders, receiving slips, vouchers, etc.), you must also delete the detail for the transaction. After the header record has been deleted, the detail screen is displayed. You must find (FIND <F3>) and DELETE (GOLD <F1>, D) all of the detail records.